Administrative Assistant

4 weeks ago

Arlington, United States J.M. Fabrication Company, LLC Full time $35,000 - $45,000

JM Fabrication Company LLC is seeking a highly organized and motivated Administrative Assistant with a background in bookkeeping and human resources to support our day-to-day operations in a dynamic manufacturing environment within the Aerospace and Defense sector. This individual will be responsible for providing administrative support, assisting with financial tasks, and supporting human resources functions. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to thrive in a fast-paced environment. The position requires U.S. citizenship or permanent residency.

Key Responsibilities:

Administrative Support:

  • Provide general administrative assistance to the management and production teams, including answering phones, scheduling meetings, and managing calendars.
  • Maintain and organize office files, both electronic and physical, ensuring that records are up-to-date and accessible.
  • Assist with preparing reports, presentations, and business correspondence.
  • Coordinate internal and external communications and ensure smooth day-to-day office operations.
  • Manage office supply inventory, place orders, and track deliveries.
  • Support other departments as requested or needed.

Bookkeeping Support:

  • Process purchase orders, invoices, and ensure timely payments to vendors.
  • Ensure accurate and timely billing to customers and follow up on past due invoices.
  • Assist with accounts payable and accounts receivable tasks, including maintaining financial records and tracking outstanding invoices.
  • Help with monthly and annual financial reconciliation and reporting.
  • Support payroll processing by reviewing timesheets and ensuring accuracy before submission.
  • Monitor corporate credit cards and track business expenses and receipts for accuracy.

Human Resources Support:

  • Assist with recruitment by posting job openings, reviewing resumes, scheduling interviews, and assisting with new hire onboarding.
  • Maintain and update employee records, including documentation for payroll, benefits, and performance reviews.
  • Help with the administration of employee benefits, including health insurance, retirement plans, and other employee programs.
  • Assist with timecard management and ensure accurate submission of timesheets for payroll.
  • Provide support for employee training programs, safety compliance, and other HR-related activities.
  • Assist with maintaining compliance with federal and state labor laws, safety regulations, and company policies.

Required Qualifications:

  • Must be a U.S. Citizen or Permanent Resident.
  • Previous experience in an administrative assistant role, preferably within a manufacturing, fabrication, or industrial environment.
  • Basic bookkeeping experience, including familiarity with accounting software (e.g., QuickBooks, Xero) and financial record-keeping.
  • Strong human resources experience, including payroll administration, employee recordkeeping, and benefits coordination.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent organizational, time management, and multitasking skills.
  • Strong written and verbal communication skills.
  • Detail-oriented with a high level of accuracy in all tasks.
  • Ability to work independently and collaboratively in a fast-paced, deadline-driven environment.
  • Maintain strict confidentiality and control of all documents on premises.

Preferred Qualifications:

  • Associate’s degree in business administration, accounting, human resources, or a related field.
  • Experience working in the fabrication or manufacturing industry is highly preferred.
  • Familiarity with Accounting software, HR software (e.g., ADP, BambooHR) or ERP systems (e.g., SAP, Oracle) is a plus.
  • Knowledge of safety regulations, labor laws, and OSHA compliance in a manufacturing environment.

Physical Requirements:

  • Ability to sit for extended periods and perform desk-based tasks.
  • Ability to occasionally lift office supplies (up to 25 lbs.).
  • Some walking around the facility may be required to assist with logistics, operations, and coordination.

Why Join JM Fabrication Company LLC?

  • Competitive salary and comprehensive benefits package.
  • Work in a growing, dynamic, and innovative fabrication company.
  • Opportunity for professional development and career growth within a supportive team environment.
  • Be part of a company that values teamwork, quality craftsmanship, and employee success.

JM Fabrication Company LLC is an Equal Opportunity Employer. Applicants must be U.S. citizens or permanent residents.

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