Job Description

Job Description

Overview

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will play a crucial role in supporting daily operations by managing office tasks, greeting visitors, managing incoming deliveries, and serving as the first point of contact for customers, vendors, and guests. In addition, the role supports cross-departmental communication, schedule coordination, document management, and operational processes, including assisting with inventory management and cycle counts as needed. This position requires proficiency in various office software and strong organizational skills to effectively manage multiple responsibilities.

Responsibilities

1. Reception & Visitor Management:

• Greet and welcome customers, vendors, and visitors in a professional manner.
• Answer, screen, and direct phone calls and emails to the appropriate personnel.
• Manage incoming and outgoing mail, FedEx, UPS, DHL, and other courier deliveries.
• Maintain visitor log and issue visitor badges in accordance with company security protocols.

2. Administrative & Operational Support

• Schedule and coordinate meetings, conference calls, and travel arrangements for domestic and international activities.
• Prepare, edit, and maintain technical and business documents, including quotations, purchase orders, test reports, and client communications.
• Assist with project tracking and documentation for R&D, production, and customer delivery timelines.
• Maintain organized electronic and physical filing systems for engineering documents, quality records, and compliance certificates.
• Assist with procurement and inventory tracking by liaising with vendors and monitoring supply levels.

3. Support inventory management and participate in cycle counts to ensure accuracy of stock records.

• Prepare expense reports, process vendor invoices, and assist with budget tracking in collaboration with finance.
• Support employee onboarding by coordinating IT setup, equipment allocation, and training schedules.

4.  Other Duties

• Ensure reception and lobby areas are clean, organized, and represent a professional image.
• Provide ad hoc administrative support to executives and project managers as needed.
• Maintain confidentiality of sensitive technical, commercial, and employee information.

Qualification & Skills

• Associate degree or higher preferred; high school diploma or equivalent required.
• 2+ years of administrative or front desk/reception experience, preferably in a high-tech, manufacturing, or engineering environment.
• Experience with ERP systems (NetSuite preferred) and document control systems is a plus.
• Familiarity with inventory management processes is an advantage.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with Adobe Acrobat and ERP tools.
• Professional demeanor with excellent customer service skills.
• Strong organizational skills and ability to multitask in a fast-paced environment.
• High attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.

Working Conditions

• Position is stationed at the front desk/reception area.
• Standard office environment in a high-tech facility.
• May require occasional lifting of up to 20 lbs. (documents, office supplies, or equipment parts).

If you are a proactive individual who thrives in a dynamic environment and possesses the necessary skills, we encourage you to apply for this exciting opportunity as an Administrative Assistant.

Job Type: Full-time

Pay: $26.00 - $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Expected hours: 40 per week

Schedule:

• Monday to Friday
• Work Location: In person

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