Administrative Assistant in Du Quoin, Illinois at Belt Tech Industrial Inc

Administrative Assistant / Receptionist

Department: Administration
Reports To: Branch Manager
Work Schedule: Full-Time, 40 hours per week
Location: Branch Based –Illinois
Compensation: Hourly, Non -Exempt FLSA

Also known as: Office Administrator

Overview

The Administrative Assistant / Receptionist provides essential administrative and front-office support for branch operations. This role serves as the primary point of contact for incoming calls and visitors while supporting branch-level employees with general office and administrative tasks. The position requires strong organizational skills, professionalism, and the ability to manage multiple priorities in a fast-paced office environment.

Reports To Branch Manager

Key Responsibilities

• Serve as first point of contact at branch
• Receive and direct incoming calls, take messages, and route inquiries to appropriate personnel.
• Greet visitors and maintain a professional front-office environment.
• Perform general office duties, including copying, scanning, filing, and document management.

• Enter and process credit card receipts accurately.
• Log branch sales calls and maintain related records.
• Assist with booking hotels and travel arrangements for branch employees and management as needed
• Coordinate catering/meals for branch training(s) and meetings.
• Ensure office supplies are properly stocked and ordered as needed.
• Scan and file safety, HR, and other administrative documents.
• Print and post company policies and procedures around the branch as required.
• Assist with basic HR-related administrative tasks and special projects assigned.
• Maintain organized office records and administrative files.
• Provide administrative support to branch-level employees as needed.
• Accurate and timely bill for sales orders and service work orders.
• Collaborate closely with Sales, Service, the Branch Manager, and Accounting to resolve billing questions or discrepancies.
• Ensure all invoices are complete, correct, and processed according to company standards.
• Enter vendor bills into the system accurately and on time.
• Review bills to ensure they match the corresponding purchase orders.
• Flag any discrepancies or changes in routine/vendor billing for review.

Qualifications

• High school diploma or GED required; additional training preferred.
• Previous experience in an administrative or receptionist role preferred.
• Strong organizational and time-management skills.

• Professional verbal and written communication skills.
• Proficiency with basic office equipment and computer systems.
• Ability to manage multiple tasks while maintaining accuracy and attention to detail.
• Professional appearance and positive customer service attitude.

Remote / Hybrid Work

This position is not eligible for remote or hybrid work. All duties are performed on-site at the branch office.

Travel Requirements

No travel is required for this position.

Schedule & Compensation

Full-time position with a minimum of 40 hours per week. Compensation is hourly.