Administrative Assistant
Position Summary
The Administrative Assistant is responsible for supporting daily office operations, purchasing, inventory management, customer service, and administrative functions across the organization. This position serves as the first point of contact for visitors, customers, and vendors while ensuring office operations run efficiently. The role also supports project teams through accurate ERP data entry, document management, purchasing, vendor coordination, marketing assistance, and special projects. The ideal candidate is highly organized, detail-oriented, proactive, and enjoys working in a fast-paced environment with a variety of responsibilities.
Primary Responsibilities
Reception & Customer Service
- Serve as the first point of contact for customers, vendors, and visitors.
- Professionally greet all visitors and clients.
- Answer and direct incoming phone calls.
- Respond to general inquiries and route requests appropriately.
- Provide exceptional customer service in person, by phone, and via email.
- Maintain a professional and welcoming demeanor and reception area.
Administrative Support
- Provide administrative support to multiple departments.
- Serve as backup to the Executive Assistant as needed.
- Assist with special projects and company initiatives.
- Prepare reports, spreadsheets, and correspondence.
- Maintain organized office files and records.
- Perform miscellaneous administrative and operational tasks as assigned.
Innergy ERP Administration
- Perform accurate data entry into the Innergy ERP system.
- Request and fulfill inventory transactions within Innergy.
- Maintain data accuracy and organization within Innergy.
- Assist with project information updates and document management.
- Serve as the company librarian by organizing and maintaining digital and physical project files, catalogs, vendor information, product literature, specifications, samples, and historical records to ensure information is easily accessible.
Inventory Management
- Complete office and cleaning supply inventory counts every week.
- Maintain inventory levels of shop supplies, office supplies, and cleaning supplies.
- Put away inventory according to the established labeling system.
- Maintain and improve inventory labeling and organization.
- Monitor inventory shortages and reorder materials proactively.
Purchasing & Procurement
- Purchase shop, office, and cleaning supplies.
- Communicate directly with vendors regarding pricing, availability, and lead times.
- Order materials through vendor websites and purchasing portals.
- Create and process purchase orders (POs).
- Perform price comparisons to obtain the best value.
- Order non-stock materials as requested by project managers.
- Purchase Preventive Maintenance (PM) supplies.
- Track purchasing activity and maintain accurate records.
Receiving & Material Distribution
- Assist with receiving incoming shipments.
- Verify deliveries against purchase orders.
- Monitor shop floor requests submitted through the QR Code system.
- Pull requested inventory and deliver materials to employees.
- Maintain organized inventory storage areas.
Vendor Relations & Returns
- Coordinate product returns with vendors.
- Obtain return authorizations.
- Package and ship returned materials.
- Track vendor credits and return status.
- Maintain positive vendor relationships.
Material Logistics
- Pick up materials from vendors as needed.
- Occasionally deliver materials or supplies to job sites.
- Assist with obtaining product samples.
- Research products and perform material comparisons.
- Support project teams with purchasing requests.
Marketing & Social Media Support
- Assist with the company's Instagram presence.
- Photograph completed projects, shop activities, and company events.
- Edit photos for marketing use.
- Create and publish social media posts.
- Assist with marketing content and promotional materials.
Qualifications
Required
· Administrative assistant or office management experience.
- Reception or customer service experience.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Outstanding interpersonal and customer service skills.
- Professional communication skills, both written and verbal.
- Ability to prioritize multiple responsibilities and meet deadlines.
- Proficiency in Microsoft Office (Excel, Outlook, Word).
- Ability to learn and effectively use ERP software (Innergy).
- Valid driver's license with reliable transportation for occasional pickups and deliveries.
- Ability to lift up to 40 pounds.
Preferred
- Purchasing or inventory management experience.
- Experience using Innergy or other ERP software.
- Experience with vendor management.
- Familiarity with social media marketing and Instagram.
- Basic photography and photo editing skills.
Core Competencies
- Customer Service
- Professionalism
- Organization
- Initiative
- Attention to Detail
- Communication
- Purchasing
- Inventory Control
- Vendor Relations
- Data Entry Accuracy
- Time Management
- Problem Solving
- Adaptability
- Team Collaboration
- Confidentiality
Job Type: Full time
Wage: $ 22.00 to $ 24.00 per hour
Pay: $22.00 - $24.00 per hour
Benefits:
- 401(k)
- Health insurance
- Paid time off
Work Location: In person
