What are the responsibilities and job description for the Office Administration Assistant position at Infra-Metals: New England?
Job Description
Job Description
Benefits :
- 401(k) matching
- Paid time off
- Profit sharing
JOB SUMMARY
The Office Administrative Assistant will provide critical support to our warehouse and office team by handling a variety of administrative tasks, ensuring smooth office functioning, and assisting with customer service duties. The ideal candidate will possess excellent organizational and communication skills, a strong attention to detail, and the ability to manage multiple tasks simultaneously in a fast-paced environment.
DUTIES AND RESPONSIBILITIES
Administrative Support :
o Answer and direct incoming phone calls, emails, and other communications.
o Greet visitors, clients, and vendors in a professional and friendly manner.
o Assist in scheduling appointments, meetings, and warehouse tours.
o Order and organize office supplies and snacks, ensuring the office is fully stocked.
o Maintain a neat and inviting office environment by assisting with office decor and regular updates.
Data Entry and Recordkeeping :
o Maintain and update internal databases, ensuring accuracy of records and inventory logs.
o Enter shipping and receiving information into the system, generating reports as needed.
o Assist in the preparation of invoices, purchase orders, and delivery documentation.
o Process billing, credit memos, and manage inventory adjustments when necessary.
Billing & Credit Processing :
o Scan and upload billing and credit memos for accurate record-keeping.
o Process customer credits and maintain proper documentation for returns, adjustments, and refunds.
o Assist with general billing inquiries and follow up with clients on payment status as needed.
Communication & Coordination :
o Provide excellent customer service to clients over the phone and via email.
o Coordinate with the warehouse team to track and expedite orders.
o Liaise between warehouse operations and management to ensure smooth workflow and efficient task completion.
o Ensure timely and accurate communication of any delays, issues, or special instructions.
Technology & Software Administration :
o Manage Yodeck administration (e.g., updating digital signage content, scheduling).
o Support the use of EZ Text for internal and external communications as needed.
o Assist with other software systems or tools as required for day-to-day office tasks.
Expense Reporting & Administration :
o Administer and process expense reports for corporate credit card transactions, ensuring receipts and expenses are documented accurately.
Event Planning & Committee Participation :
o Plan, organize, and assist in the coordination of company events, including team-building activities, holiday parties, and community outreach events.
o Participate in internal committees for company events, initiatives, and projects, contributing ideas and assisting with event execution.
o Handle logistics for events, including venue coordination, catering, and supplies, while ensuring all details are executed smoothly.
General Office Maintenance :
o Perform light office cleaning duties, ensuring the office environment remains neat and organized.
o Assist with scheduling routine maintenance or repairs for office equipment and supplies.
Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
KNOWLEDGE & SKILLS