What are the responsibilities and job description for the Administrative Assistant/Receptionist position at Indulor America, LP?
Administrative Assistant
Job Department: Administration Job Location: Graham
Reports to: Accounting Manager FLSA Status: Non-Exempt
Status: Full Time Prepared Date: 2-13-2025
Purpose:
The position of Administrative Assistant is responsible for providing administrative support to the office staff and various departments in the company. He/She will assist with accounting and bookkeeping duties including the recording of invoices, and payments, ordering of office supplies, making travel arrangements, filing, handling of the daily mail, setting up contracts, organizing events and managing day-to-day office responsibilities.
Responsibilities:
* Greeting visitors: Welcome guests and visitors to the office and direct them to the right person.
* Answering phones: Answer and transfer phone calls to office employees, take messages and provide contact information.
* Scheduling Company Events: Schedule company events like holiday parties and food truck events.
* Maintaining calendars: Maintain calendars for appointments and meetings, maintenance contract renewals, etc.
* Handling correspondence: Sort mail, handle office correspondence, and make copies, distribute faxes/emails.
* Mailing of samples: Prepare UPS or FedEx packages of samples for mailing out to customers.
* Maintaining office supplies: Maintain office and breakroom supplies for all locations and the reception area looks nice for visitors.
* Providing refreshments: Offer refreshments to visitors and ensure snacks are available for meetings. Set up our conference room for meetings and handle lunch orders if necessary.
* Planning travel: Plan travel arrangements for employees coming from Germany and remote locations.
* Accounting Functions: Processing A/P and A/ R, and In bound checks
* Invoice Processing: Process account payable invoices into the ERP system.
* Physical Documentation Retention: Tracking and filing company documents/contracts.
* Oversee the maintenance of office equipment: oversee the overall maintenance of basic office equipment like the postage machine and printer upkeep in connection with the IT department as applicable.
* Computer System Back-up: Change the backup tapes daily.
* Directing Incoming Deliveries: Provide directions to truck drivers where to drop deliveries.
* File Upkeep: Ensure that all relevant files are kept up to date on the shared drive.
* Errands: run errands as needed (ex.: bank, office supplies, post office)
Skills
* Communication: Good written and verbal communication skills
* Microsoft Office: Word, Excel, Power point, Outlook, & Teams or Zoom
* Customer service: Provide excellent customer service and build relationships.
* Multitasking: Multitask and prioritize.
* Organization: Be organized and maintain the reception area.
* Problem-solving: Be able to solve problems and work under pressure.
* Attention-to-details: Pay diligence to work details.
Physical Requirements
Body Positioning
* Spend time bending or twisting the body.
* Spend time making repetitive motions.
* Spend time using your hands to manage, control, or feel objects, or controls.
* Spend time walking, squatting, climbing,
* Spend time sitting, standing, and entering data into computer.
* Hand dexterity, good eyesight and lifting to twenty pounds.
Knowledge:
Specific skill-based competencies required to satisfactorily perform the functions of the job include operating standard office equipment including using pertinent software applications; applying program policies and procedures; planning and managing projects; preparing and maintaining accurate records. Basic math, including calculations using fractions, percentages, and/or ratios; ability to read technical information, compose a variety of documents, and/or facilitate group discussions to solve practical problems. Concepts of grammar and punctuation; bookkeeping principles; business telephone etiquette; common office machines knowledge; and office methods and practices.
Job Type: Full-time
Pay: $17.00 - $25.00 per hour
Expected hours: No less than 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Schedule:
- 8 hour shift
People with a criminal record are encouraged to apply
Work Location: In person
Salary : $17 - $25