Administrative Assistant

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Job Title: Administrative Assistant 

Reports To: Operation Manager


Summary: To provide administrative support as needed by performing the following duties.


Duties and Responsibilities include the following. Other duties may be assigned.

  • Establishes and maintains adequate records to track inventory coming into and

leaving the warehouse on a perpetual basis.*

  • Answers multi-line telephone, takes accurate messages, and screens/directs telephone

calls in a professional manner.

  • Performs routine administrative functions including word processing correspondence,

memos and reports.

  • Analyzes and controls shipments to ensure the most cost effective method of

moving products to customers or other destinations.*

  • Processes incoming mail to include sorting and distributing to appropriate individuals.
  • Oversees all personnel interactions with outside services.
  • Calculates and enters costs of goods and supplier data. 
  • Processes Workers Compensation claims by assuring all paperwork is filled out

confirming status of employee.

  • Maintains contact with freight systems and delivery providers to negotiate the

best rates for each type of delivery required.*

  • Acts as Benefits Administrator to include completing appropriate paperwork and

processing updates as needed.

  • Inventories and orders office and warehouse supplies and equipment as directed.
  • Operates standard office equipment to include:
    • multi-line telephone
    • postage machine/scale
    • computer/printer
    • calculator
    • photocopy machine
  • Maintains entire warehouse facility in a clean, organized, and safe manner by

sweeping, disposing of all refuse and unnecessary debris, as well as handling all

required product recycling.*

  • Applies knowledge of all company products and services to best meet the

companies and customers’ needs.*

  • Handles all repair and/or preventive maintenance and upkeep of warehouse

equipment by keeping lift equipment charged at all times, continually inspecting

equipment, and notifying management immediately of needed repair and/or


  • Ensures that all federal, state, and local safety regulations and rules are met.*
  • Recommends policies and procedures to ensure the safety and security of the

corporation’s personnel, buildings, and fixtures.*

  • Arranges for periodic inspection of all safety and security equipment including fire

extinguishers, smoke alarms, and motion detectors.*

  • Negotiates agreements with suppliers to attain acceptable quality, lowest price,

and timely deliveries for the company.*

  • Understands and follows the corporation’s policies and guidelines regarding the

ethical conduct of purchasing activities.*

  • Prepares a monthly report by vendor of purchasing activity including price

deviations, quality problems, on time deliveries, and late deliveries.*

  • Maintains contact with all markets and vendors from which the company

procures goods or services through personal contact, professional associations,

and trade publications.*

  • Prepares vendor purchase orders, enters into computer, and mails or confirms as


  • Maintains vendor purchase orders and quotation files.*
  • Issues and monitors company quotation requests for all new material to be


  • Performs other related duties as assigned.


Desired Skills:

  • Oral Communication Skills
  • Written Communication Skills
  • Telephone Etiquette
  • Diplomacy
  • Math Aptitude
  • Organization
  • Planning
  • Professionalism
  • Reading Skills
  • Time Management
  • Computer Literacy
  • Keyboard Skills
  • Education/Experience:
  • High School Diploma or Equivalent. Prior general office experience helpful.

*Essential Function


Physical Demands:

The physical demands described here are representative of those that must be met by

an employee to successfully perform the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the

essential functions.

While performing the duties of this job, the employee is frequently required to sit, use

hands, reach with hands and arms, stoop, kneel, crouch or crawl, and talk or hear. The

employee is occasionally required to stand, walk, and climb or balance. The employee

must occasionally lift and/or move up to 50 pounds.


Work Environment:

The work environment characteristics described here are representative of those an

employee encounters while performing the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the

essential functions.

While performing the duties of this job the employee is occasionally exposed to; wet or

humid conditions (non-weather), working near moving mechanical parts, work in high and

precarious places, fumes or airborne particles, and outdoor weather conditions.

The noise level in the work environment is usually moderate.