Summary/Objective The Administrative Assistant/Receptionist position provides exceptional customer service to clients, keeps records on incoming and outgoing shipments, and prepares items for shipment by performing the following duties to quality and productivity standards.

Essential Functions Administrative Assistant

Daily generate the majority of customer shop orders along with some bills of lading and packing slips.

Enter daily production reports from data collected on the daily production sheets (logs); proofing each month records.

Responsible for adding perimeters on quotes.

Perform all computer functions necessary to track various aspects of goods.

Responsible for making arrangements for pick up by the carrier specified on the customer’s purchase order, which is conveyed to the shipping clerk by final inspection via the shipping instructions.

Fax copies of packing slips to customer if material comes in from other source (i.e. CMI from Quality etc)

Prepare Daily Billing, match packing slips to shop orders, date stamps, distribute copies, match packing copy of packing slip to shop orders

Assist in the preparation of regularly scheduled reports

Develop and maintain a filing system

Document current practices and procedures and have available to the shipping supervisor.

Maintain client contact information and have available to the shipping supervisor.

Report defective materials or questionable conditions to the department supervisor.

Maintain the work area and equipment in a clean and orderly condition and follow prescribed safety regulations.

Maintain customer die prints and customer notes spreadsheet.

Issue visitor's safety glasses, when required.

Perform other duties as assigned.

Essential Functions Receptionist

Answer and screen all incoming telephone calls and direct caller to correct party taking written messages when appropriate noting date, time, name, company, telephone number and message.

Greet all visitors and direct them to the appropriate individual.

Display courtesy and sensitivity; manage difficult or emotional customer situations; meet commitments; respond promptly to customer needs.

Treat people with respect; inspire the trust of others; work with integrity and ethically; uphold organizational values

Establish and maintain effective relations; exhibit tact and consideration; display positive outlook and pleasant manner; offer assistance and support to co-workers; work cooperatively in group situations; work actively to resolve conflicts.

Respond to requests for service and assistance; follow instructions, respond to management direction; take responsibility for own actions; commit to doing the best job possible; meet attendance and punctuality

Demonstrate accuracy and thoroughness; display commitment to excellence; Look for ways to improve and promote quality; apply feedback to improve performance; monitor own work to ensure quality

Issue visitor's safety glasses, when required.

Distribute incoming faxes to appropriate individuals. Send out going faxes, upon request.

Maintain and keep records on various pieces of office equipment (i.e. copier, postage meter), further requests supplies on aforementioned office equipment as required.

Provide general support to visitors

Act as the point of contact for internal and external clients

Perform other duties as assigned.

Required Education and Experience

High School diploma or G.E.D., equivalent required.

Associate Degree equivalent from two-year College or Technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

Previous experience in factory or warehouse setting is recommended.

Additional Eligibility Qualifications

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively to customers and employees.

Knowledge of basic math skills and their applications.

Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems, and analyze information and evaluating results to choose the best solution and solve problems.

Working knowledge of Microsoft Office Suite with demonstrated proficiency in Excel, Word and Outlook. Experience with scheduling and project management software, preferred.

Strong business and data analysis skills, excellent organizational and time management skills

Physical Demands/Work Environment

Ability to stand, walk, kneel and bend for extended periods of time.

Ability to reach with hands and arms for extended periods of time.

Ability to use hands and fingers for dexterity related tasks.

Ability to lift and/or move up to 50 pounds with or without assistance.

Frequent work near moving mechanical parts.

Exposure to chemicals at OSHA acceptable levels.

Moderate noise levels.

Subject to extreme temperatures and humidity.