Administrative Assistant

2 weeks ago

Wixom, United States Fives Full time

Fives DyAG Corp. is looking for an Administrative Assistant to join our team based out of our Wixom, MI office.
Duties of the Administrative Assistant include providing support to managers and employees, assisting in daily office needs and managing the company's general administrative activities. Responsibilities are not limited to, but may include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems, account reconciliation, coordinating with employees for weekly reporting and miscellaneous tasks associated with day-today operation of the business. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. This is also a front desk position and will typically be the first point of contact with anyone entering our building.

ESSENTIAL DUTIES & RESPONSIBILITIES:

  • Answer and direct phone calls
  • Organize and schedule appointments
  • Account Reconciliation: Reconcile corporate credit accounts and maintain accurate financial records
  • Plan meetings and take detailed minutes
  • Timesheet coordination: Collaborate with Managers to assist in timesheet entries and approvals, ensuring accuracy and timeliness
  • Customer portal support: Assist the finance department with uploading engineer time to customer portals and resolving any discrepancies
  • Procurement tracking: Log, track, and manage uniform and business card orders
  • Resume maintenance: Update and format resumes for management as needed to ensure alignment with company branding and accuracy
  • Write and distribute email, correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Order office supplies and research new deals and suppliers
  • Maintain contact lists
  • Arranges and books complex and detailed travel plans and itineraries for employees and contractors
  • Submit and reconcile expense reports daily
  • Collaborate with Finance Team on Outstanding Orders and Ongoing Travel Bookings
  • Provide general support to visitors
  • Act as the point of contact for internal and external clients
  • Liaise with executive and senior managers
  • Performs other related duties as assigned and may work with other departments within the organization
  • Maintains a good, professional working relationship with all company personnel, as well as vendors, subcontractors, and customers
The above is intended to describe the general content of and the requirements for the performance of this position.
It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.

QUALIFICATIONS:
Education and/or Experience
  • Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
  • Associate's or Bachelor's degree or equivalent work experience to be considered
  • Prior experience working in a manufacturing or engineering services background is preferred but not required
  • Excellent computer skills (i.e., MS Office, especially. MS Excel, Windows, ERP/MRP systems, etc.)

Language Skills
  • Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Interpersonal Ability
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem-solving skills
  • Strong organizational skills with the ability to multi-task
  • Competently works in a fast-paced, project-oriented, deadline-driven, and continuously improving environment to meet company goals concerning schedule, technical accuracy, and budget.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel; and talk or hear. .
The employee frequently is required to walk and reach with hands and arms. The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is most frequently indoors located sitting at a desk style environment. The noise level in the work environment is usually moderate. Professional attire is required and regular interaction with other employees is expected.

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