Administrative Assistant in West Jordan, Utah at Quality Electrical Systems

Overview
The Administrative Assistant supports daily operations within a fast-paced manufacturing environment specializing in mission-critical switchgear systems. This role is responsible for accurate data entry, purchasing coordination, and travel arrangements for field service technicians. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while ensuring accuracy and efficiency across administrative processes.
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Key Responsibilities
Data Entry & Documentation
• Accurately enter, update, and maintain production, inventory, and work order data in company systems
• Review documents and reports for completeness, accuracy, and compliance with internal standards
• Create, organize, and maintain electronic and physical filing systems for work orders and project documentation
• Upload and manage files across internal servers and databases
Purchasing & Vendor Coordination
• Create and process purchase orders for materials, supplies, and services
• Communicate with vendors to confirm pricing, availability, and delivery timelines
• Track orders and follow-up to ensure on-time delivery
• Maintain accurate purchasing records and assist with inventory tracking
Travel Coordination (Field Service Technicians)
• Arrange travel logistics including flights, hotels, rental cars, and itineraries
• Coordinate schedules and respond to last-minute travel changes as needed
• Ensure compliance with company travel policies and budget guidelines
• Prepare and distribute travel itineraries and confirmations
General Administrative Support
• Assist with reporting, audits, and special projects involving large datasets
• Support cross-functional teams including production, engineering, and field service
• Respond to internal requests for documentation and information
• Maintain confidentiality of sensitive information
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Knowledge and Experience Requirements
• High school diploma or equivalent
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with ERP systems is a plus
• Strong data entry skills with high level of accuracy and attention to detail
• Basic math skills (including decimals and fractions)
• Experience with purchasing systems or supply chain processes (preferred)
• Familiarity with technical documentation or manufacturing workflows (preferred)
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Core Competencies
• Excellent organizational and time management abilities
• Strong multitasking capabilities in a fast-paced environment
• Strong written and verbal communication skills
• High attention to detail and accuracy
• Ability to maintain confidentiality of sensitive information
• Problem-solving mindset with strong critical thinking skills
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Skills and Specifications
• Ability to manage multiple priorities while maintaining efficiency and accuracy
• Capability to support cross-functional teams (production, engineering, field service)
• Comfort working with large datasets and administrative reporting tasks
• Adaptability to changing schedules and last-minute travel coordination needs
• Work Environment: Manufacturing/industrial setting with both office and shop floor interaction