Office Assistant

The Office Assistant serves as the central hub for all paperwork. This role is responsible for invoicing for all customers jobs, ensuring correct pricing. The coordinator also greets visitors, answers incoming calls, and provides backup support for customer service, including order entry and responding to email inquiries. Maintaining office supplies and PPE inventory in the supply closet. Strong organizational skills and attention to detail are essential to maintaining efficient workflow and seamless communication with customers and between departments. The ideal candidate will be a multi-tasker with strong communication skills, attention to detail, and the ability to maintain a welcoming atmosphere for clients and visitors.

Job Summary: We are seeking a reliable and organized Office Assistant to join our team at a metal finishing company. This role involves a combination of office administrative tasks, customer interaction, and basic support functions. The ideal candidate will be a multi-tasker with strong communication skills, attention to detail, and the ability to maintain a welcoming atmosphere for clients and visitors.

Key Responsibilities:

• Administrative Support:
  • Filing and organizing paperwork, including client orders and invoices.
  • Keeping accurate records of company documents and correspondence.
  • Ensuring the office space remains organized and efficient.
  • Managing incoming and outgoing mail and packages.
• Invoicing:
  • Ensuring that all prices for invoices are accurate.
  • Generating and sending invoices to clients based on service orders
  • Assisting Accounting with back up paperwork for invoice inquiries.
• Inventory and Supply Management:
  • Keeping track of office supplies and ensuring that inventory levels are maintained.
  • Give any orders for supplies when necessary to the Office Manager.
• Customer Service:
  • Answering and directing multi-line phone calls professionally.
  • Greeting visitors and clients in a friendly and professional manner.
  • Entering Customers jobs.
  • Responding to Customer email inquiries.

Required Qualifications:

• High school diploma or equivalent.
• Previous office experience, preferably in a manufacturing or industrial setting.
• Strong communication and customer service skills.
• Proficiency with office software (Microsoft Office Suite, Google Workspace, etc.).
• Strong organizational skills and attention to detail.
• Ability to work independently and as part of a team.

Preferred Qualifications:

• Experience with invoicing software or accounting tools.
• Previous experience in reception or administrative role.

Work Environment:

• Office-based with some exposure to the manufacturing floor.
• Fast paced, with a focus on accuracy and efficiency.

Schedule:

• Full-time position with typical business hours (8 AM – 4:30 PM, Monday to Friday).

If you are a proactive individual with a strong organizational mindset and a customer-focused attitude, we invite you to apply to join our team.