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Job Title: Administrative Assistant
Job Classification: Non-Exempt, Full-time
Work Schedule: 7:00am to 3:30pm; Monday through Friday
Reporting Relationship: Reports to the President
 
Primary Accountability:
The Administrative Assistant provides administrative support for Stevenson Company, Inc.  The Administrative Assistant is responsible for preparing reports, handling information requests, performing clerical tasks for the organization as well as providing back-up office support as needed. The Administrative Assistant ensures that both internal and external customers receive excellent customer service. The Administrative Assistant assists with maintaining smooth and consistent operations of office functions in order to provide optimal service to customers and maximize company revenues and profits. 


Major Duties: 

  • Answers incoming calls from a multi-line telephone system promptly and courteously; transfers the caller to the appropriate personnel if necessary.

  • Directs visitors to the appropriate workplace destination upon their arrival.

  • Maintains office supply inventory and replenishes stock by ordering supplies as needed.

  • Keeps in regular contact with Stevenson Company, Inc.’s Managers, Employees, Customers, Vendors and Contractors, to include: Information Technology, Human Resources, Marketing, Safety and Payroll.

  • Runs errands, such as gathering mail, making deposits or purchasing miscellaneous office supplies.

  • Sorts and delivers mail to the appropriate personnel.

  • Coordinates and arranges business travel for the staff; processes staff expense reports for reimbursement.

  • Provides coverage for the office when staff is not available.

  • Coordinates and executes office parties and special events.

  • Coordinates and manages trade show staffing.

  • Prepares reports, presentations, memorandums, proposals and correspondence for the President and Project Managers as needed.

  • Assists new employees with new hire paperwork.

  • Keeps personnel files up-to-date and in compliance with regulations with help from outside HR.

  • Responsible for implementation of new software programs.

  • Applies software program to track projects from quotation to invoices.

  • Orders and installs new software with the help from outside IT.

  • Creates a unified set of templates for various documents e.g. estimates, purchase orders, work orders, delivery tickets, etc.

  • Attends software training (online) and educates staff.

  • Schedules any software maintenance and/or updates.

  • Organizes files and documents into coherent structure within the designated software.

  • Works with customers and staff to expedite projects.

  • Assists with driving sales campaigns as needed.

  • Receives and dispatches requests for quotations and ensures quotations are delivered timely and accurately.

  • Follows-up on orders and communicates status to Project Managers.

  • Schedules work to provide optimum lead times.

  • Authorizes invoicing quickly.

  • Monitors, recommends, and provides updated content, design, and general management of Stevenson’s Company, Inc.’s website as a public media outlet, including the use of business social media techniques (Facebook, blogs, twitter, etc.).

  • Oversees the editorial direction, design, production and distribution of the quarterly newsletter as well as company press releases.  

 

Qualifications:

  • High school diploma or GED required.

  • Associate’s degree in a business field or equivalent from a two (2)-year college or technical school is preferred.

  • One (1) to three (3) years’ demonstrated customer service experience and/or one (1) to three (3) years’ demonstrated office administration experience required.

  • Demonstrated knowledge of metal processing, capabilities of in-house production, capacities and construction industry, preferred.

  • Must be self-directed and able to complete projects with limited supervision.

  • General office skills such as filing and data entry required.

  • Working knowledge of Microsoft Word, Excel, Outlook, Joomla and ComputerEase Software preferred.

  • Excellent oral and written communication skills.

  • Strong interpersonal and customer service skills used to collaborate effectively with internal and external customers.

  • Detail oriented and works with a high degree of accuracy.

  • Creative and strategic-thinking abilities.

  • Critical thinking, analytical and problem-solving abilities.

  • Ability to identify and initiate process improvements.

  • Strong organizational skills with the ability to be flexible; coordinating multiple projects at one time against changing deadlines, unexpected events and competing demands.  

  • Professional attitude and the ability to maintain confidentiality.

  • Demonstrated ability to work well both independently and as a team member.

  • Must pass all pre-employment screenings.

 
Physical Demands: 

  • Ability to stand, walk, sit, talk and hear, stoop, bend, squat, kneel, etc.

  • Ability to push or pull supplies up to 75 lbs. with reasonable accommodation.

  • Ability to read computer screens and mail, talk on the phone.

  • May require occasional travel for training and/or trade shows.  

 

Work Environment:

  • Works in an area with a potential high noise level, dust, debris and fumes.

  • Interacts with staff and customers.