Office Administrative Assistant

Position Summary This position provides essential administrative and office support to ensure smooth business operations. It involves engaging with visitors, customers, and vendors while offering assistance to various departments, such as accounting, payroll, and management. Key Responsibilities The core duties and responsibilities for this position include, but are not limited to: Visitor Reception: Greet and welcome guests, creating a positive and professional first impression of the organization. Communication & Direction: Serve as a point of contact for guests, customers, vendors, and employees, directing them to the appropriate team members or departments. Phone Management: Answer phone calls, direct them to relevant staff members, and take accurate messages as necessary. Front Office Security: Ensure the security and controlled access to the front office by following established protocols and maintaining visitor logbooks. Document Management: Organize, copy, sort, and file documents related to office operations, business transactions, and other necessary records. Data Entry & Clerical Support: Input data into company systems, manage word processing tasks, and assist with other administrative duties as required. Accounts Payable Processing: Manage vendor setup and maintenance, invoice approval, data entry, and payments, while performing related financial analysis. Office Equipment Maintenance: Operate office machines (fax, copiers, phones) and assist with scheduling repairs when needed. Mail and Package Handling: Prepare and manage outgoing correspondence, including letters, envelopes, and postage. Handle incoming and outgoing mail and packages. Scheduling and Travel Arrangements: Coordinate and confirm appointments, book hotel accommodations, car rentals, and flights, while maintaining accurate calendars. Additional Duties: Perform other tasks and responsibilities as assigned by management. Knowledge, Skills, and Abilities To be successful in this role, the candidate must be able to perform each essential responsibility effectively. The following qualifications are required: Education & Experience: An Associate’s degree in accounting, finance, or a related field is preferred. At least three years of experience in bookkeeping and accounting within a manufacturing setting is ideal. Proficiency in Microsoft Word and Excel, as well as accounting software (preferably MAS200), is essential. Strong written and verbal communication skills are critical, with the ability to manage multiple tasks simultaneously and prioritize effectively. Skills & Abilities: Strong written and verbal communication skills and the ability to maintain a professional demeanor at all times. Excellent organizational abilities, with a strong focus on time management and multitasking. Capable of using experience and judgment to meet goals and accomplish tasks. Ability to interpret complex information and present it clearly. Detail-oriented with outstanding organizational, analytical, and communication skills. Physical Requirements & Work Environment The physical demands listed below are typical for this role. Reasonable accommodations will be made for individuals with disabilities to perform essential duties: Regularly required to sit; frequent standing and use of hands for various tasks. Occasional walking, reaching, stooping, kneeling, or crouching may be required. Must be able to talk, hear, and occasionally lift or move up to 25 pounds. Visual requirements include close, color, and peripheral vision, with the ability to adjust focus. The work environment typically mirrors the conditions of a standard office setting, with normal temperatures, lighting, and office equipment. Certificates, Licenses, & Registrations A valid driver’s license is required for this role.