Administrative Assistant at Enerfab – Lee's Summit, Missouri

Title: Administrative Assistant
Location: Lee's Summit, Missouri
Division: Enerfab Power & Industrial
Direct Report: Director of Operations
Salary Range: $50,000-65,000

Company Summary:
Enerfab has over 120 years of experience, offering fabrication and construction capabilities to a wide variety of customers for the chemical, food & beverage, oil & gas, heavy industrial and power industries. Founded in 1901, our company began making sealants and lacquers — including a patented formula for brewer’s pitch — for beer tanks and vessels. Over the last century, our expanded capabilities, project experience, safety record, and commitment to quality have made Enerfab one of the industry leaders in shop fabrication, field erection and construction and maintenance services.

The Administrative Assistant serves as the front-facing representative of the Kansas City office while providing comprehensive administrative and operational support to the Director of Operations. This role manages front desk operations, office logistics, vendor coordination, and event coordination to ensure smooth daily operations. Success in this role requires strong organization, discretion, communication skills, and the ability to multitask in a professional, service-oriented environment.

Key Responsibilities:

• Serve as the first point of contact for all visitors, clients, and employees entering the office.
• Greet guests warmly and professionally; ensure they are comfortable and attended to while waiting for meetings.
• Answer and direct all incoming phone calls promptly and courteously.
• Manage the front desk and reception area to ensure a clean, organized, and welcoming environment.
• Coordinate visitor check-in and communicate with internal staff to notify them of guest arrivals.
• Handle incoming and outgoing mail and deliveries.
• Maintain conference room schedules and ensure rooms are prepped for meetings as needed; maintain event space calendar requests.
• Uphold a professional and friendly demeanor that reflects the company’s culture and values'.

• Perform all duties of mail by daily checking, distributing, and ensuring packages are sent out from the office in an efficient manner.
• General office supply procurement, including inventory and management of office supply closet, meeting room refreshments, toiletry items, and various other office consumables.
• Maintain break areas, ensuring they are stocked, clean and well kept.
• Office vendor management; placing orders with vendors as needed, maintaining vendor relationships, and relaying appropriate feedback on services and supplies.
• Serve as the travel and expense liaison for the office; booking travel for employees as needed, ensuring travel and expense policies are followed and adhered to, and answering requests and questions as needed.

• Support the Director of Operations with various administrative tasks and projects; Handle delegated responsibilities as needed.
• Schedule internal and external meetings as directed.
• Assist with meeting coordination including catering, supplies, documentation prep.
• Assist with event planning, tracking, monitoring, and following up on action items with venues and vendors.
• Preparing and printing reports/documentation.
  

• Exceptional time management, both in executing their own tasks and ensuring follow-through on tasks assigned.
• The ability to handle sensitive information with professionalism, maintaining a high level of discretion and trust.
• Accurate data entry skills with great attention to detail and timeliness.
• Communication skills (Internal and External).
• Being an effective team player by being supportive of team goals and helping create a positive and productive workplace.
• Problem solving attitude and willingness to approach tasks and challenges. Contributing to a positive work culture.
• Accountable for the responsibilities laid out for this position.
• Must possess exceptional communication skills, both written and verbal to include the correct use of grammar, spelling, punctuation, knowledge of business correspondence and formats as well as a clear and distinct speaking voice.
• Proficient in Microsoft Office Applications (Word, Excel, PowerPoint, and Outlook).
• Proficient keyboarding skills.
• Ability to multi-task independently and work in a team environment.
• Excellent organizational skills.
• Must possess and exhibit a high level of detail orientation.
• Reliable transportation.