Job Description

What we offer:

• Work-life balance.
• Career advancement opportunities.
• A great manager and/or team.
• A compelling work culture and company values.
• A sense of purpose and employee appreciation.
• Support & Stability & Technology
• Training

Located at our Itasca, IL facility and reporting to the Office Operations Manager, our Administrative Assistant will perform various office duties which requires knowledge of office systems and procedures. This role will work hand in hand with the billing team and enter invoices and purchase orders into the ERP system. The Administrative Assistant will perform various office duties which requires knowledge of office systems and procedures.

Responsibilities:

• Enter invoices and packing slips into the ERP system with accuracy and efficiency.
• Assist the billing team with customer billing and related administrative tasks.
• Verify purchase order details, pricing, and vendor information to ensure data integrity.
• Maintain organized records of purchase transactions and supporting documentation.
• Communicate with vendors and internal departments to resolve discrepancies or missing information.
• Assist in tracking orders and confirming deliveries as needed.
• Support the Billing Department with additional administrative tasks as required.
• Sort and distribute mail.
• Work independently and within a team on special non-recurring and ongoing projects.
• Act as project manager for special projects, which may include coordinating facility maintenance, planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• Answer telephones, direct calls, and take messages.
• Compile, copy, sort, and file records of office activities, business transactions, and other activities.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Deliver messages and run errands.
• Inventory and order materials, supplies, and services.
• Complete work schedules, manage calendars, and arrange appointments.
• Compute, record, and proofread data and other information, such as records or reports.
• Type, format, proofread, and edit correspondence and other documents using a computer.
• Handle confidential and non-routine information when necessary.
• Other duties as assigned.

Required Education/Experience:

• High School Diploma (or GED or High School Equivalence Certificate) and work experience of 3 years in an office setting.

Competencies:

• Administrative skills and experience.
• Attention to detail and ability to work independently.
• Organized with the ability to multi-task in a fast-paced environment.
• Excellent verbal and written communication skills.
• Personal computer skills, strong typing ability, and knowledge of Microsoft Office.

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.

This position is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand, as necessary.

Work Environment

This job operates in both an office and a field environment. Must be able to sit and/or stand for extended periods of time.

Reasonable Accommodation

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company’s business operations.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Employee understands the above job description and agrees to comply with and be subject to its conditions. Employee further agrees this job description does not alter his/her at-will employment status. Employee understands that the Company reserves the right to delegate, remove, expand or change any and all responsibilities. Employee acknowledges that he/she can fulfill the above duties with or without reasonable accommodation.