Administrative Assistant in Glendale, Arizona at PENCCO INC

Job Overview:

The Administrative Assistant will play a key role in supporting the Plant Manager and ensuring the smooth operation of various administrative tasks. This role involves handling customer orders, managing documentation, coordinating with drivers and plant managers, and performing a range of clerical duties.

Duties/Responsibilities:

• Process all paperwork from the customer loads and turn into account receivables
• Communicate with the company and external drivers regarding load details
• Track state, DOT, and VIK inspections for all company trucks and trailers as required.
• Order and distribute Pencco Bills of Lading (BOL) to each plant as needed
• Receive and input information to update and maintain driver DOT files accurately. Maintain MDS truck books for Logistics Supervisor.
• Draft a purchase order requests as needed
• Manage railroad inventory by tracking the contents of railcars.
• Answer phones and relay messages as necessary
• Process invoices
• Maintain order records of safety equipment (i.e. safety goggles, glasses, and boots)
• Perform shredding, scanning, and filing of records, including quarterly boxing.
• Assist with special projects and other tasks as assigned.

Required Skills/Abilities:

• Excellent organizational skills and attention to detail.
• Ability to project a positive and professional image to customers and vendors.
• Strong customer service skills both internally and externally.
• Proficiency in using email, data entry systems, Microsoft Excel, and Word.
• Capability to efficiently manage multiple responsibilities in a fast-paced, small business environment.

Education and Experience:

• High School Diploma or equivalent.
• Accounting experience preferred.