SUMMARY:
This position provides professional administrative, office management, customer service, and cross-functional support to the team, with a focus on managing communications, schedules, meetings, records, and confidential information. The role reports to the Financial Director and contributes to a positive, professional work environment while supporting company growth through continuous improvement and operational efficiency. The position is Full-Time, but would consider Part-Time to start.
RESPONSIBILITIES:
Key Responsibilities
- Financial & Administrative Support
- Support accounting functions, including accounts payable, reconciliations, travel & expense reports, check runs, and bank deposits.
- Navigate software proficiently to enter Purchase Orders and other bookkeeping-related data in a timely manner.
- Use QuickBooks proficiently for relevant data entry and report generation.
- Office & Customer Support
- Professionally greet and manage interactions with customers, visitors, contractors, and other guests.
- Manage incoming correspondence and electronic communications, including promptly answering and directing all incoming calls to the appropriate party.
- Scheduling & Coordination
- Manage and maintain staff schedules, calendars, appointments, and travel arrangements.
- Arrange complex meetings and events with both internal and external parties, including trade shows and customer visits.
- Records, Compliance & Continuous Improvement
- Maintain the confidentiality of sensitive company and customer information.
- Ensure documentation for various departments is properly stored, named, protected, and electronically backed up.
- Organize supplies and equipment for maximum efficiency and accessibility.
- Provide HR administrative support as needed.
- Maintain awareness of safety-sensitive work; identify potential hazards and help mitigate risks.
- Identify opportunities to improve efficiency, quality, systems, and processes.
- Support and participate in continuous improvement initiatives.
- Perform additional duties as assigned.
QUALIFICATIONS:
- Ability to read, write, and speak English clearly.
- Excellent communication and interpersonal skills with a professional demeanor.
- Strong organizational skills and the ability to manage multiple priorities and busy calendars.
- Proven ability to coordinate complex meetings, events, and travel arrangements.
- Associate’s Degree in Business Administration or a related field, or equivalent combination of education and experience.
- Relevant experience in a receptionist, administrative assistant, or office administration role (experience in manufacturing or aviation a plus).
- Physical ability to sit at a desk and work on a computer for prolonged periods and lift/pull objects up to 30 pounds.
Preferred
- Proficiency with Fishbowl and QuickBooks (or similar ERP/accounting software).
