Administrative Assistant in Mobile, Alabama at Marine & Industrial Supply Co Inc

Job Title Administrative Assistant

Department Administration

Reports To Admin Manager

Job Purpose

The Administrative Assistant provides comprehensive administrative, clerical, and organizational support to ensure the efficient operation of the department and the organization. This role serves as a key point of contact for internal and external stakeholders, handles confidential information with discretion, and performs a variety of tasks contributing to smooth daily operations.

Key Responsibilities Include the following and additional duties as assigned.

• Answers and screens telephone calls and forwards to the correct person.
• Organize and maintain file systems, file correspondence, and other records.
• Prepare outgoing mail and correspondence, including email and faxes.
• Order and maintain supplies.
• Assist with Accounts Payable / Receivable as needed.
• Maintain paperwork on all work orders.
• Data Entry and Invoicing.
• Prepare status reports for customers.

Qualifications and Competencies

Education: High school graduate or equivalent.

Experience: No experience required.

Skills:

• Intentional with thorough attention to detail.
• Ability to read and write in an effective communicative manner.
• Strong computer skills and ability to learn specific systems.
• Analytical and problem-solving skills.
• Ability to work individually and with a team.
• Problem solving.
• A strong focus on quality.
• Certifications: None required.

Competencies:

• Attention to detail to ensure compliance with documented procedures.
• Ability to work safely to meet a deadline.
• Commitment to continual improvement and customer satisfaction.

Work Environment and Conditions The work takes place in an office environment.

Location: Office

Physical Requirements:

• Ability to stand/sit for long periods of time.
• Ability to lift up to 15lbs. Regularly.
• Push / Pull and manipulate standard office equipment.
• Work Schedule: In general this job is performed Monday to Friday, 8:00 am to 5:00 pm with a 1-hour lunch. Occasional weekend and overtime work as required.

Tools/Equipment:

• Computer
• Adding machine.
• Mailing machine.
• Telephone.
• Copying machine.

Travel: Travel is not expected for this position