Office Secretary at Buchheit Inc – Scott City, Missouri

About the Role:

The Office Secretary in the Transportation and Warehousing industry plays a pivotal role in ensuring the smooth and efficient operation of daily office activities. This position is responsible for managing communications, coordinating schedules, and maintaining accurate records to support the administrative needs of the organization. The Office Secretary acts as a key point of contact between internal teams, clients, and external partners, facilitating effective information flow. By handling various clerical tasks such as document preparation, data entry, and filing, the role contributes to the overall productivity and organization of the office environment. Ultimately, the Office Secretary supports the operational goals of the company by providing reliable administrative assistance and fostering a professional workplace atmosphere.

Minimum Qualifications:

• High school diploma or equivalent.
• Proven experience as an office secretary, administrative assistant, or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.

Preferred Qualifications:

• Associate degree or higher in Business Administration or related field.
• Experience working in the transportation or warehousing industry.
• Familiarity with industry-specific software and databases.
• Basic knowledge of bookkeeping and invoicing procedures.
• Ability to handle confidential information with discretion.

Responsibilities:

• Manage incoming calls, emails, and correspondence, directing them to appropriate personnel or departments.
• Schedule and coordinate meetings, appointments, and travel arrangements for staff members.
• Prepare, proofread, and distribute documents, reports, and presentations as needed.
• Maintain organized filing systems, both electronic and physical, ensuring easy retrieval of information.
• Assist with data entry and record keeping related to transportation schedules, inventory, and compliance documentation.
• Support the preparation of invoices, purchase orders, and other financial documents in collaboration with the accounting team.
• Greet and assist visitors, providing a professional and welcoming office environment.
• Coordinate office supplies inventory and place orders to ensure uninterrupted office operations.

Skills:

The Office Secretary utilizes strong organizational skills daily to manage multiple tasks such as scheduling, filing, and correspondence efficiently. Communication skills are essential for interacting professionally with colleagues, clients, and vendors, ensuring clear and effective information exchange. Proficiency in Microsoft Office enables the creation and management of documents, spreadsheets, and presentations critical to office operations. Attention to detail is applied when preparing reports, handling data entry, and maintaining accurate records to support decision-making processes. Additionally, problem-solving skills help the Office Secretary address unexpected challenges and streamline administrative workflows, contributing to a productive and well-coordinated office environment.