Administrate Assistant (Finance)

The Administrative Support Specialist provides general administrative support to the Quality Aluminum Products facilities and staff. The incumbent serves as the first point of contact for vendors, clients, visitors, and callers. This position assists the staff by coordinating office services for all sites, meeting preparation, facility access and vendor coordination for all sites, housekeeping oversight, and other administrative duties. This role may at times help support our Leadership Team with administrative duties including travel, expenses, or meeting coordination.

Primary Accountabilities (Essential Duties)

• Complete all required or directed training, certification, licensing, and other learning and development as assigned.
• Abide by all Federal, State, and local laws; uphold and maintain accountability to all Company policy.
• Answer telephones and emails, direct inquiries, screen outside communications, send and receive facsimiles, take and relay messages, where appropriate, greet visitors warmly and direct accordingly.
• Provide general administrative and clerical support to all levels of professionals throughout the organization.
• Review, route for approval, and send invoices to vendors following contractual payment terms.
• Schedule travel, meals or catering, meetings, and conference rooms, electronically or by phone.
• Receive, separate, and deliver incoming or outgoing mail, including parcel delivery for the Fort Myers office.
• Review daily timecard submissions for temporary or contract employees in the field, manually adjusting time when necessary and with senior manager approval, and reviewing for accuracy and authenticity.
• Monitor, inventory, and maintain office equipment and supplies, placing orders when necessary, within budget and at best cost for all sites.
• Maintain confidentiality on all business actions, responses, plans, and all protected information.
• Effectively anticipates problems before they occur and takes appropriate steps to resolve them before issues arise.
• All other duties as assigned.

In addition to the accountabilities listed above, individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

Position Qualifications

To perform this job successfully, an individual must be able to perform each primary accountability satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Additionally, the physical demands and the work environment typically encountered are listed below. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Education / Experience (an equivalent combination of education and experience required to successfully complete the primary accountabilities is indicated below)

Years of Experience: 1 Year Area: Administrative Support

Core Competencies: Fostering Teamwork; Building Collaborative Relationships; Customer Orientation; Result Orientation; Personal Credibility; Professional Presence

Organizational Competencies: Business Acumen; Professional Verbal and Written Communication

Additional Position Competencies (max 4): Stress tolerance, Continuous learning

Technical Skills: Familiarity of the Microsoft Office Suite; Windows

Physical Requirements

Work requires large amounts of time spent using a computer with multiple monitors and performing repetitive movements with head, eyes, hands, and fingers. May occasionally bend or twist at the waist, stand and walk while carrying up to 20 lbs. Must be able to see and evaluate written and computerized documents, listen, and communicate in English to internal and external customers. Will occasionally interact professionally and negotiate positively with emotional customers.

Environment:

Work will primarily take place indoors, in an environmentally controlled area. Incumbent may experience stress in the workplace including, but not limited to: customer service complaints, competing priorities of reasonable or high significance, and/or working through the exchange of ideas with others. Will occasionally travel for material or inventory errands. May be directed to work immediately following major storms, natural disasters, and other weather or man-made events that disrupt or endanger business continuity.