Administrative Assistant

Description

Mesta Electronics, Inc. is a leading manufacturer based in the United States, specializing in the design, development, and manufacture of advanced power quality and power conversion equipment. As part of the global Hammond Power Solutions network, Mesta Electronics, Inc. is committed to innovative design, superior efficiency, and exceptional reliability, ranging from highly advanced harmonic filters to extremely precise induction heating power supplies.

Reporting to the General Manager, the Administrative Assistant role is responsible for overseeing and coordinating various administrative tasks such as managing office supplies and equipment, handling internal & external correspondence, scheduling appointments, maintaining records/files and business systems, and providing support to staff and visitors. In addition, this role is key to ensuring the efficient operation of daily activities, assisting in organizing meetings and events, and supporting cross-functional teams in executing key daily business functions. Excellent organizational skills, attention to detail, and effective communication are essential for success.

Key Responsibilities:

Cross-Functional Team Operational Support

• Receive customer purchase orders and enter into ERP/MRP system
• Review vendor packing lists, match to purchase orders, and enter received orders
• Issue parts for production in ERP/MRP and generate work orders for manufacturing
• Create shipping documents and schedule carriers for finished orders
• Create customer invoices and issue to customer after shipment
• Processes POs and shipments via ERP/MRP and other required business systems
• Support bookkeeping tasks to track vendor and customer payments
• Collaborate with the Finance and HR functions to ensure execution of business tasks

  General Administrative Duties

• Professionally answering and directing phone calls
• Handling incoming and outgoing postal mail, and managing general email inquiries
• Welcoming visitors and directing them to the relevant office/personnel
• Maintaining general office files, including customer, vendor, and other business records
• Review and issue timecards and input timecard information for payroll processing
• Track and enter employee vacation and other time off requests
• Order office supplies and manage utility and business services accounts
• Manage agendas, travel plans, and appointments as required for management
• Coordinating and managing appointments, meetings, and room resources

Special Projects/Initiatives

• Assist and/or lead special projects, events, and other business initiatives
• Other duties as determined/assigned by management

Specialized Knowledge:

• Outstanding abilities to communicate in person, in writing and via phone
• Comfortable in properly handling sensitive and confidential information
• Experience in use of Microsoft Office programs, including Word, Excel, and Outlook
• Working knowledge of ERP/MRP systems is an asset, but ability to learn is essential
• Experience with sales order administration and comfortable with direct communication with customers
• Familiarity with common business procedures and basic accounting principles
• Experience with bookkeeping practices for accounts receivable, accounts payable, and basic financial reporting
• Must possess positive and respectful attitude, work well with others, maintain a high sense of urgency and attention to detail, be adaptable and flexible
• Multi-tasking and time-management skills, with the ability to self-prioritize tasks
• Must have excellent customer service skills and a friendly/helpful attitude
• Previous administrative assistant experience of 2-5 years in a professional manufacturing office environment
• Bachelor's degree in business administration or related field preferred

Some of the benefits of working at Hammond:

We are Great Place to Work Certified! Our people work hard for us—so we make sure our benefits work hard for them. Our equitable pay, benefits, and practices prioritize security, health, and well-being while sharing in our business success through variable pay programs and our Employee Stock Ownership Program.

Our core benefits focus on wellness, mental health, and financial security when employees need them the most, early career or getting ready for retirement. We also support work-life balance through flexible work schedules, paid time off, and leaves of absence. Employees and their families also have access to our confidential, best-in-class Employee and Family Assistance Program (EFAP).

Specific Benefits includes:

• Company 401K
• Dental care
• Disability insurance
• Employee assistance program
• Employee stock purchase plan
• Medical Insurance, Health reimbursement, health savings account
• Life insurance
• Vacation time
• Holiday
• Tuition reimbursement
• Vision care

We are committed to sustainable business practices and offer opportunities for our employees to support the communities where we live and work through our Hammond Giving Strategy.