Administrative Support

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Overview
We are seeking a highly organized and detail-oriented Administrative Support person to join our team. This role offers an excellent opportunity to contribute to office efficiency and support executive functions through a variety of administrative tasks. The ideal candidate will possess strong office skills, proficiency in Microsoft Office and Quickbooks. This position is essential for maintaining smooth daily operations and ensuring effective communication within the organization. The hours are 8:00 AM - 4:30 PM, Monday through Friday. Availability after normal business hours with advanced notice for training/translation duties. Bilingual (Spanish) translation skills required.

Duties

• Maintain a presence in the lobby to greet visitors in a courteous and professional manner. Ensure all visitors have signed in and out and filled out the Visitor Questionnaire. Follows all state/local mandates for visitors as required.
• Works with management team to ensure visitors are equipped with the necessary PPE (Personal Protective Equipment) if they will be going onto the production floor. This includes visitor bump cap, hearing protection, eye protection (if not wearing prescription glasses) and appropriate shoe covers (blue for RTE, yellow for RAW).
• Answers and transfers calls to the appropriate person/department, taking messages when necessary.
• Instrumental in assisting with annual trainings, working closely with QA and HR.
• Assists HR with onboarding new hires. Translate interviews, employee questions, concerns, etc.
• Assist sales team in preparation for sales meetings, expos, onsite training, etc. This would include reserving conference room or training room, preparing PPE, etc.
• Main point of contact for sample requests. This includes entering the request in QuickBooks, creating the pick list for production, preparing the samples according to the electronic sample request, printing shipping labels, advising salesperson of tracking number and following up with customer to ensure receipt.
• Process credit requests for new customers and report findings to VP of Business Development.
• Request and send Certificates of Insurance.
• Match checks with invoices and prepare package to send to be signed. Upon return, prepare checks for mailing and file backup documentation.
• Deliver packages that arrive to the appropriate department or person.
• Maintain kitchen and breakroom supplies, vending supplies etc. for all breakrooms and conference room. Ensure areas are kept neat and orderly.
• Available after normal business hours to assist with translation for trainings with adequate notice.
• Other duties as assigned

Experience

• Strong organizational skills with the ability to prioritize effectively. Is proactive and plans ahead.
• Proficient in calendar management (Outlook) and scheduling.
• Computer literacy including proficiency in typing and working with various software (QuickBooks and Salesforce).
• Excellent written and verbal communication skills. Bilingual (Spanish) a plus
• Attention to detail and accuracy in all work tasks
• Ability to work independently as well as part of a team
• Holds all information as confidential

Job Type: Full-time

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Language:

• Spanish (Preferred)

Work Location: In person