Davy Laboratories, a division of Davy Engineering Co., Inc., is a full-service environmental laboratory serving communities, industries, and the private sector with a variety of personalized and customized services necessary to address urgent, as well as long-term, environmental concerns. Our dedicated team of chemists, biologists, hydrogeologists, and engineers provide an interactive array of confidential lab services.
Summary: The Administrative Assistant is responsible for providing secretarial, clerical, and administrative support to ensure services within the company are provided in an effective and efficient manner.
Reports To: Lab Director
Customer Service
· Open and close the main office entrance during regular business hours.
· Professionally greet, assist and direct all visitors, customers, and guests to include escorting individuals throughout the facility as needed.
· Receive, screen, direct and relay incoming telephone calls to the appropriate staff member while addressing inquiries whenever possible.
Accounting
· Accept and process customer payments, including credit card transactions conducted in person and over the phone.
· Assist with laboratory accounts receivable collections and monthly customer statements.
Inventory Management
· Maintain organization and inventory control of office supplies.
Administrative and Office Support
· Retrieve, open, date-stamp, sort and distribute incoming mail; prepare and process outgoing mail daily.
· Coordinate UPS, FedEx & postal shipments in conjunction with laboratory shipping activities and provide assistance as needed.
· Create and maintain laboratory client and project records in Element.
· Maintain electronic and physical filing systems, including scanning and filing laboratory correspondence and documentation.
· Upload and maintain laboratory sampling compliance forms and related records.
· Assist in planning and coordination of meetings, conferences, and conference calls.
· Manage conference room schedules and resolve calendar conflicts.
· Provide administrative support to staff, including word processing, spreadsheet preparation, and general clerical assistance as directed.
· Ensure conference rooms, common workspaces, and break areas remain organized and presentable daily.
· Coordinate laboratory interview scheduling and collect employment applications from candidates.
· Assist with company events, including venue reservations, catering arrangements, invitations, RSVP tracking and event setup.
Professional Development and Compliance
· Continuously expand knowledge through training and professional development opportunities.
· Adhere to and apply company standards, document control procedures, departmental guidelines, Davy Engineering policies (MOPP), and current operating procedures.
· Utilize computer systems, software applications, and office equipment to accurately process, maintain and communicate information.
· Develop, document, and maintain standard operating procedures for all assigned responsibilities
Qualifications
· High school diploma or associate degree.
· Strong computer proficiency in Microsoft Word, Excel, Outlook, and Teams.
· Ability to multitask in a high traffic environment.
· Experience as an office assistant or in a related field.
· Warm personality with strong communication skills.
· Scientific terminology a plus.
· Data entry.
Our current benefit package includes medical and dental insurance, life insurance, holiday-vacation-sick leave, access to short term and long-term disability, profit sharing and a 401K plan.
Please submit the following to [email protected]:
· Resume
· Cover letter
· References
· College transcript (if applicable)
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
Work Location: In person
