Administrative Assistant

3 weeks ago

Santa Ana, United States Northern Lights Inc Full time
Job DescriptionJob DescriptionPart Time/ Flexible Hours

Position Overview:

Perform a wide range of administrative and office support activities. Responsible for correct execution and flow of involved office and clerical operations. Varied administrative support duties i.e., the ability to make decisions based on proper training provided at the time of hire and the established policies and procedures set forth in place.

Principal Duties and Responsibilities (Essential Functions):

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Maintains files, records and office supplies.
  • Sort, file and scan documents
  • Receive, place and direct telephone calls.
  • Receives parts on purchase orders for purchasing/ parts department as needed.
  • Complete credits and debits from vendors.
  • Assists with production and sub-production work orders for serial number sales orders
  • Assist with receiving payments in all departments
  • Assist with closing Service Orders
  • Relay messages to personnel.
  • Download and distribute faxes and emails
  • Sort, miscellaneous documents and post daily invoices
  • Order office supplies, forms and related items as necessary
  • Compiles and analyze routine date
  • Sort and distribute incoming and outgoing mail as needed
  • Maintain mail supplies (USPS, UPS & FedEx) and keep mailroom clean and in order
  • Keep lobby area neat and tidy
  • Prepare Monthly logs for reconciliation
  • Scan Sales Order Documents
  • Performs other duties as assigned.

Qualifications & Skills:

  • Ability to work effectively with others and independently.
  • Excellent written and oral communication skills.
  • Analytical ability for problem solving projects.
  • Knowledge of grammar, spelling, punctuation and excellent proofreading abilities.
  • Ability to organize, plan and document tasks.
  • Knowledge of Word and Excel programs.
  • Ability to interface effectively with all levels of personnel, customers and visitors.
  • Ability to work independently with supervisor available to deal with unusual situations.
  • Ability to multitask

Education & Experience:

  • High School diploma or an equivalent combination of education and/or relevant experience.
  • One or more years experience as an administrative assistant preferred but not required.

Physical Requirements:

While performing the duties of this job, employee is regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

Other Criteria:

  • Complies with Company policies and procedures.
  • Performs job safely with respect to others, to property and to individual safety.
  • Works effectively with others in the Company to encourage teamwork and productivity.
  • We are drug free workplace that conducts pre-employment physical and drug screenings. We are regulated by the department of transportation and will be conducting random drug testing at regular intervals.

EEO Statement

Northern Lights, Inc and Its Affiliated Companies is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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