Job description

The Administrative Assistant of Advanced Metal Works, Inc. (AMW) is responsible for the day-to-day operations of the shop office. The Administrative Assistant is often the customer's first and last direct contact with our Company. Being the face and voice of the company, this role is key to the overall business relations of AMW, Inc. It is imperative that they work closely with the Plant Manager, Accounting and Production Manager to see that daily operations run smoothly and efficiently and that customers receive the highest quality of communication and care. Customer service and the relationships with others in the construction industry are crucial to the success of AMW. Our word, the quality, and the timeliness of our performance is directly related to the volume of sales and the profitability of the Company.

The Expectations—If you are successful in meeting the responsibilities of this position, the following statements will be true:

· Work production meets all company requirements with respect to accuracy, completeness, and timeliness, as well as complying with all company policies and procedures.

· Coordinate Front Desk to ensure that office supplies are stocked and placed within the correct locations.

· Filing of required documents is accurate and always up to date.

· You present a positive and professional image of the company when assisting customers and non-team members.

· You have excellent rapport with team members as well as maintain a positive team environment and aid others as required.

· You are respected by and have good working relationships with support personnel, and customers.

· You are always alert to ways your performance and/or position procedures can be improved.

· Maintain an organized and clean work environment.

· Phones are answered within a timely matter, and all phone messages are concise and legible if written. Professional phone etiquette is followed always, including the use of proper grammar.

The Work Environment—The environment is pleasant, busy, and can be fast paced. You will work independently most of the time but will work closely with team members in certain aspects of your job. We believe in helping other team members when it is in the best interest of the company and our customers to do so. You will work most closely with the Plant Manager and Accounting Personnel, providing whatever administrative support is required. Developing and maintaining a working knowledge of the products and services offered by the Company will increase your value to the Company and provide better service to our customers. All teammates are expected to be supportive of the Mission Statement and CORE Values of the company and to have their job performance be consistent with that statement and values.

The Ideal Person—

· Can work in fast paced environment

· Is organized, able to prioritize work, and complete multiple tasks

· Can establish priorities, yet be flexible as required

· Maintains confidentiality

· Is pleasant & friendly and can communicate clearly with others

· Is proficient in typing and 10 key operations.

· Is computer literate and competent in the systems utilized by the company

· Has an excellent math aptitude and facility with numbers

· Is willing to help others

· Has good people skills, in person and on the phone

· Is a self-starter, able to work independently or as part of a team

· Consistently looks for better, more effective ways to do the job

· Is trainable, open to instruction, and able to apply learning

· Has a desire to learn as much as possible about those aspects of the company’s operations which impact his/her position, and which are impacted by his/her performance

The Work Responsibilities Include (but aren't limited to) utilizing our systems and work methods to accomplish the following:

· Sets up jobs in company software.

· Answers company calls, inquiries, and order requests

· Follows up with customers for additional information or for more clarification if required

· Generates and submits purchase orders for required materials/supplies

· Research best pricing for materials from vendors/suppliers

· Tracks and adjusts all inventory as required to maintain material replacement levels

· Assists with walk in customers and customer order pick-ups (Assists with walk-in customers and order pick-ups)

· Data input into company system of approved work orders for plant fabrication jobs

· Contacts customers when jobs are completed and ready to be pick-up or delivered

· Post materials used on jobs in Jobboss 2

· Assists AR in follow ups on collections of processed invoices

· Assists in scheduling safety audits, teammate training and other related work

· Assists in preparing job cost (estimating) and Quotes, as needed

· Process credit card payments (as required)

Skills required:

· Experience in the construction industry desired (will need to learn industry within an agreed timeframe)

· Experience with ERP systems desired

· Excellent communication, customer service skills and interpersonal skills.

· Thorough working knowledge of Microsoft Office Sites (Excel, Word, Outlook, OneNote, Teams Software).

· A good working knowledge and background in the inner workings of construction project accounting, job cost reporting, Estimating and inventory systems preferred.

· Ability to read and interpret plans drawings and scheduling a plus.

· Ability to use logic and reasoning to identify the strengths and weakness of alternative solutions, conclusion, or approaches to problems

· Ability to adjust actions in relation to others’ actions

· Ability to arrange work tasks or actions in a certain order or pattern according to a specific set of rules (e.g. patterns of numbers, letters, words and/or mathematical operations)

Physical Abilities: Candidates must be physically and mentally able to perform the essential duties of the position without hazard to themselves or others: sitting, standing, walking for extended periods of time; bending, kneeling, and reaching to retrieve and file records; must possess dexterity of hands and fingers to operate standard office equipment

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Fresno, CA 93721: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Accounts receivable: 1 year (Preferred)
• Database administration: 1 year (Preferred)

Work Location: In person

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