Position Summary
The Administrative Assistant provides administrative, clerical, and office support to ensure the efficient daily operation of Powers Bros. Machine. This position assists with bookkeeping functions, maintains company records, supports Human Resources activities, coordinates office operations, and provides administrative support to management. The ideal candidate is highly organized, detail-oriented, professional, and capable of managing multiple priorities while maintaining confidentiality.
Key Responsibilities & Duties
Administrative Support
- Answer and direct incoming phone calls, emails, and visitors in a professional manner.
- Maintain office supplies and coordinate ordering as needed.
- Prepare, organize, scan, file, and maintain company records and documents.
- Assist with scheduling meetings, appointments, and company events.
- Prepare correspondence, reports, forms, and other business documents.
- Support management with various administrative tasks and special projects.
Accounting Support
Accounts Payable
- Enter vendor invoices and ensure proper documentation is maintained.
- Assist in processing bills, preparing checks, and maintaining vendor records.
- Organize and file financial documents.
Accounts Receivable
- Assist with creating job cards, delivery slips, and customer invoices.
- Process customer payments and credit card transactions.
- Monitor customer accounts and assist with collections activities as directed.
Payroll Support
- Assist in collecting employee time records and maintaining payroll documentation.
- Maintain payroll-related files and records.
- Support payroll processing activities as directed.
Banking & Recordkeeping
- Prepare bank deposits and maintain deposit records.
- Assist with monthly account reconciliations and financial filing.
Human Resources Support
- Maintain employee personnel files and HR records.
- Assist with onboarding new employees and new hire paperwork.
- Track employee training records, benefits information, and Paid Time Off requests.
- Assist employees with routine benefit and policy questions.
- Support compliance with company policies and employment documentation requirements.
Insurance & Compliance Support
- Maintain insurance certificates, policy files, and related documentation.
- Assist with renewals and communication with insurance brokers.
- Maintain compliance records for programs including:
- Workers' Compensation
- OSHA
- AQMD
- CERS/Fire Department
- Safety Program
Corporate Records Management
- Organize and maintain company licenses, permits, certifications, and corporate records.
- Maintain job files, invoices, purchase orders, and related documentation.
- Ensure records are filed accurately and remain current.
Executive & Office Support
- Provide administrative support to ownership and management.
- Coordinate calendars, meetings, and appointments.
- Assist in preparing reports, presentations, and meeting materials.
- Handle confidential information with discretion.
- Assist leadership with special projects and follow-up activities.
Required Qualifications
- Minimum 2–3 years of administrative or office support experience.
- Experience in bookkeeping, accounting support, or office administration preferred.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
- Experience using QuickBooks or similar accounting software preferred.
- Strong organizational skills with excellent attention to detail.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and exercise sound judgment.
- Ability to prioritize work and manage multiple tasks in a fast-paced environment.
Preferred Qualifications
- Associate degree in Business Administration, Accounting, or related field (or equivalent experience).
- Experience in a manufacturing, industrial, or machine shop environment.
- Familiarity with payroll processes and HR recordkeeping.
- Experience working with insurance documentation and compliance programs.
- Knowledge of OSHA and basic workplace safety requirements.
- Experience supporting executives or company leadership.
Skills & Competencies
- Organization & Time Management – Effectively manages multiple priorities and deadlines.
- Attention to Detail – Produces accurate work and maintains organized records.
- Technology Proficiency – Skilled in office software, accounting systems, and electronic filing systems.
- Communication Skills – Communicates professionally with employees, customers, and vendors.
- Confidentiality & Ethics – Handles sensitive information responsibly.
- Customer Service Orientation – Provides courteous and professional service.
- Adaptability – Adjusts quickly to changing priorities and business needs.
- Initiative – Takes ownership of tasks and follows through to completion.
- Teamwork – Works collaboratively with all departments.
Reporting Structure
Reports To: General Manager
Work Environment & Conditions
- Position is based primarily in the front office of a machine shop.
- Frequent interaction with employees, customers, vendors, and visitors.
- Work is performed primarily in a standard office environment utilizing computers, phones, and office equipment.
- Occasional visits to the shop floor may be required.
Shop environment may include exposure to machinery, moderate noise, dust, and varying temperatures.
Pay: From $23.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
