Office Assistant

Position Summary:

The Office & Shipping Administrative Assistant serves as an integral part of our operations, ensuring that the daily front and back office administrative tasks are executed efficiently; providing administrative support which may include clerical duties, accounts payable/receivable, filing, data entry, phone etiquette, parts packaging, preparation of shipments, and acceptance of deliveries or goods.

The Office & Shipping Administrative Assistant will provide a world class customer, visitor, and employee experience to all by consistently demonstrating professionalism and personability to ensure Phoenix Manufacturing, Inc.’s mission is achieved by delivering flight critical aerospace components to our customers. The role will require a team orientated individual who embodies the company values of Passion, Integrity, Determination, and Empathy.

Our Values:

Phoenix’s core values are the shared beliefs and essential principles that guide our behavior and interactions with each other and our decision making. These four values are taught and modeled in all we do:

• Passion: Belief in the mission and vision: Embrace the passion to bring it to life.

• Integrity: Acting with honesty, transparency, and truthfulness, even when no one is looking

• Determination: Driven to get the job done, regardless of the challenges.

• Empathy: Show regard, respect, and courtesy for one another.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The essential functions of this position include, but are not limited to the following:

· Handling any day-to-day office administrative duties such as answering the phone, greeting onsite visitors, scheduling, coordinating office supplies, and directing inbound inquiries or preparing messages.

· Maintain filing systems either manually or electronically.

· Scans shipping records and other documents into data repository.

· Performs clerical duties including typing, scanning, recordkeeping, filing, and completion of simple forms.

· Processes shipping paperwork and completes any necessary documentation for export of products.

· Processes documents relating to Accounts Payable (AP). Working with AP to resolve any issues; including but not limited to filing purchase orders, matching packing slips to Purchase Orders (PO), or Matching Invoices to Packing Slip/PO packet.

· Copies, sorts, and files records related to office activities, business transactions, and other matters.

· Assist Process Owners (AP, Shipping, etc.) with related job duties, tasks, and administrative support.

· Regular verbal or written communication to internal and external stakeholders, customers, or vendors utilizing both electronic and analog systems.

· Utilization of office machines including copiers, scanners, phone systems, computers (including email), and other standard equipment.

· Ability to work as a team player in a fast-paced environment with Quality, Engineering, Supply Chain, and Production Control. Maintains positive, team relationship with internal and external customers, as well as co-workers.

· Participate in the operation of and compliance with all safety, hazardous material handling, and disposal requirements in accordance with government regulations and company procedures.

· Maintain a clean work environment (including assigned storage and cleaning duties) in full compliance with all internal, customer and government regulations.

· Prepares letters, memos, forms, presentations, and reports according to written or verbal instructions.

· Sorts incoming mail and delivers to appropriate department or individual; processes outgoing mail.

· Creates reports from ERP system (Global Shop) and other data, as necessary.

· Use Personal Protective Equipment (PPE) (i.e., shoes, eyewear, gloves, masks, shields, and coats) if needed.

· Comply with all company and safety rules and regulations.

· Performs other related duties as assigned.

Experience, Education and Qualifications:

· High School Diploma or Equivalent Education.

· Proven experience working in a fast-paced manufacturing environment.

Excellent verbal and written communication skills.

· Excellent organizational skills and attention to detail with a sense of urgency.

· Proficient with Microsoft Office Suite (PowerPoint, Outlook, Excel, Word) or related software.

· Understanding and ability to work within the ERP system (Global Shop).

· Ability to work cohesively with a team and work independently on assigned projects.

· Adept at prioritizing multiple tasks/projects.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit; stand; walk; use hands to type, handle or feel; and reach with hands and arms. The employee may be required to lift and/or move up to 10 pounds and occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Position requires sitting for extended periods of time and repetitive data entry.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The noise level in the work environment is moderate. The pace is rapid and dynamic, multi-task oriented with short notice/changing deadlines. Accuracy and thoroughness/follow-through is very important. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.