Administrative Assistant: Upstate Refractory Services, Inc. is looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. The Administrative Assistant responsibilities include answering phone calls and directing them accordingly, keeping and maintaining appropriate physical filing systems and electronic filing systems, communicating with customers and vendors, addressing the needs of the office in a timely, efficient manner.  The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, such as MS Excel and Office, copy/scanning machines, and other office equipment.  Previous experience as a secretary or administrative assistant and familiarity with the construction and/or manufacturing industry and previous experience in an office would be ideal.  Ultimately, a successful Administrative Assistant should ensure the efficient and smooth day-to-day operation of our office.

Essential Functions: Include, but are not limited to:

  • Answer phone calls and direct calls to appropriate people or take detailed messages

  • Greet visitors and address their needs

  • File all necessary paperwork pertaining to jobs, customers, and vendors as well as safety files for employees and logs for trucks

  • Match and consolidate corresponding paperwork before filing to ensure the order/invoice is complete and can all be located together in one spot

  • Scan and organize files electronically

  • Order supplies for the office as needed

  • Enter invoices and item receipts for the accounts payable and following up with vendors as needed

  • Generate invoices for completed work and distribute to customers in a timely manner

  • Reconcile purchase orders, sales orders, and invoices biweekly and resolve any issues

  • Run credit references and applications for new customers and apply for credit as needed with new vendors

  • Process mail daily and distribute as needed

  • Electronically deposit checks

  • Track logs pertaining to trucks, cranes, lifts, etc. and maintain information so it is current, including appropriate annual and quarterly filings

  • Generate sales, work, and purchase orders as a back up to sales personnel as needed

  • Assist in preparation of reports as needed

  • Update and maintain office policies and procedures

  • Any other assigned tasks as needed

Minimum Qualifications:

  • HS Diploma or equivalent with 1-2 years of experience in an office setting doing similar tasks

  • Proficient in MS Word, Excel, PowerPoint and QuickBooks and proficient skills using the internet and email, including Outlook calendars

  • Excellent oral and written communication skills

  • Excellent time management skills and the ability to prioritize work

  • Attention to detail and problem-solving skills

  • Strong organizational skills with the ability to multi-task

  • Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals and percentages

  • Ability to key in data, type, and operate a computer keyboard

  • Ability to handle confidential data and communicate appropriately

  • Ability to pass an oral drug screening

To apply, please send resume and cover letter and/or complete the electronic application.