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Administrative Assistant

1 month ago

Annapolis, United States Iron Fabrication Services Inc Full time

Description:
**About Us**:
Iron Fabrication Services (IFS) is a leading fabricator and supplier of all types of steel used in many major construction projects such as large scale commercial and residential buildings. Our quality is visible throughout the Metropolitan area of Washington D.C., Virginia and Maryland. At IFS, we are committed to fostering a safe and productive work environment.

IFS is seeking a highly skilled and experienced Administrative Assistant to join our team. The Administrative Assistant will provide administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time-sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

**Job Summary**:The Administrative Assistant plays a vital role in supporting the efficient operation of the organization by providing administrative and clerical support to various departments and staff members. This position involves managing office tasks, coordinating meetings, handling correspondence, and ensuring the smooth flow of information within the organization.

**Supervisory Responsibilities**:None

**Duties/Responsibilities**:

- Assists with data entry into the timekeeping system which includes tracking clock-ins, collecting timecards and inputting them in the company’s customized software daily
- Assist with the accounts payable processing, as needed
- Works closely with the purchasing department to for a fluid PO process
- Enters all credit card receipts and reconciles credit card statements monthly
- Assist HR with interviewing and onboarding
- Assist Accounts Receivable with cash receipts
- Maintain electronic and hard copy filing system
- Prepare written responses to routine inquiries
- Open, sort and distribute incoming mail
- Other duties as assigned by manager

IFS está buscando un asistente administrativo altamente capacitado y con experiência para unirse a nuestro equipo. El Asistente Administrativo brindará apoyo administrativo para garantizar el funcionamiento eficiente de la oficina. Apoya a gerentes y empleados a través de una variedad de tareas relacionadas con la organización y la comunicación. Los asistentes administrativos son responsables del material confidencial y urgente. Familiarizado con una variedad de conceptos, prácticas y procedimientos del campo.

**Resumen del trabajo**:El asistente administrativo desempeña un papel vital en el apoyo al funcionamiento eficiente de la organización al brindar apoyo administrativo y administrativo a varios departamentos y miembros del personal. Este puesto implica gestionar tareas de oficina, coordinar reuniones, manejar correspondencia y garantizar el flujo fluido de información dentro de la organización.

**Responsabilidades de supervisión**:ninguna

**Deberes y responsabilidades**:

- Ayuda con la entrada de datos en el sistema de cronometraje, que incluye el seguimiento de las entradas, la recopilación de tarjetas de tiempo y su entrada diaria en el software personalizado de la empresa.
- Ayudar con el procesamiento de cuentas por pagar, según sea necesario.
- Trabaja en estrecha colaboración con el departamento de compras para lograr un proceso de pedido fluido.
- Ingresa todos los recibos de tarjetas de crédito y concilia los extractos de tarjetas de crédito mensualmente
- Ayudar a RR.HH. con entrevistas e incorporación.
- Ayudar a las cuentas por cobrar con los recibos de efectivo.
- Mantener un sistema de archivo electrónico y en papel.
- Preparar respuestas escritas a consultas de rutina.
- Abrir, clasificar y distribuir el correo entrante
- Otras funciones que le asigne el gerente

**Requirements**:
**Qualifications**:

- High school diploma or equivalent, Associate’s degree a plus
- Fluent in both English and Spanish. Able to communicate both written and verbally.
- Accuracy and attention to detail
- Digital literacy and research skills, including the ability to analyze the reliability of information
- Familiarity with standard office platforms, such as Microsoft Office and QuickBooks
- Excellent verbal and written communication skills
- Time management, multitasking, and flexibility
- Accuracy and attention to detail
- Basic math and accounting skills
- Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations
- Proactive approach to problem-solving and process improvement
- Ability to work well independently and in collaboration with others

**Calificaciones**:

- Diploma de escuela secundaria o equivalente, título asociado un plus
- Fluido en inglés y español. Capaz de comunicarse tanto escrita como verbalmente.
- Precisión y atención al detalle.
- Alfabetización digital y habilidades de investigación, incluida la capacidad de analizar la confiabilidad de la inf

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