Administrative Assistant
The Administrative Manager is responsible for organization and coordination of office operations, procedures, and resources.
Responsibilities and Duties
As a minimum, the following is a basic description of typical duties and responsibilities expected of the Administrative Manager. These duties are not exhaustive and are subject to change as the needs of the organization require.
- Assign, coordinate, and monitor administrative responsibilities and tasks among administrative staff.
- Evaluate and provide regular feedback to employees, such as recognizing accomplishments or talking about areas of opportunities.
- Adhere to all company policies, procedures and business ethics codes and ensure compliance from employees as well.
- Maintain and organize filing system.
- Maintain an orderly storage system for office supplies, files and other necessary stored items related to the office.
- Approve vendor invoices prior to submitting them to Corporate Accounts Payable Dept.
- Review and approve customer invoices and reports prior to posting.
- Prepare and distribute Daily Flash Reports in a timely manner.
- Manage incoming freight shipments and quotes for sales and purchasing to ensure optimal transition times and rates are kept in place.
- Track, record, and report monthly credits to management.
- Communicate with and furnish documentation to Corporate Office as needed.
- Manage and balance petty cash.
- Update receivers and inspect price accuracy in computer system.
- Perform inventory modification and report changes to Corporate Office.
- Demonstrate initiative and assist in collaborating on special projects.
- Report employee time and support Corporate Human Resource Department by preparing documents and tasks as requested.
- Serve as a backup to all administrative staff positions.
Required Qualifications
- High school diploma or equivalent
- Two or more years of office management experience
- Two or more years of supervisory experience
- Microsoft Office proficiency, including Word, Excel, and Outlook
- Excellent written and oral communication skills
- Excellent organizational, problem-solving skills, and time management skills
- Ability to effectively multi-task and work independently on assigned tasks
- Operate with high integrity, maintaining positive relations with co-workers, customers, and suppliers
- Strong work ethic; initiative-taking
Preferred Qualifications
- Four or more years of experience in office management
Physical Requirements
Physical demands can include but not limited to:
- Sitting
- Standing
- Use of hands or fingers
- Kneeling/Crawling/Twisting/Balancing
- Bending/Climbing
- Speaking and Listening
- Close vision (sharp vision at 36 inches or less)
Weights to be lifted:
- Up to 50 pounds—With assistance and/or of a lifting device
Weights to be pushed/pulled:
- Up to 50 pounds—With assistance and/or of a lifting device
Benefits:
- 401(k)
- 401(k) Matching
- Tuition Reimbursement
- Paid Time Off
- Health Insurance
- Dental Insurance
- Vision Insurance
- Life Insurance
Working Conditions
Good working conditions. Frequent visual/auditory attention and involvement in discussions requiring reconciliation of adverse points-of-view. Requires regular use of telephone to receive and give information.
Exposure to hazardous machinery, sharp tools, proximity to moving objects, noise, heat, humidity.
I understand that the above is intended to describe the essential job functions, the general supplemental functions, and the essential requirements for the performance of this job. It is not to be construed as an exhaustive statement of all supplemental requirements. Sunshine Metals, Inc. reserves the right to alter, add, modify, change, and cancel some or all parts of the above as it deems necessary according to its business needs.
