Administrative Assistant

Position Summary: Responsible for creating the first impression of Hydro-Dyne Engineering to new and potential customers and employees, both by phone and in person. Responsible for providing general administrative support to Management and other departments as needed.

Responsibilities

• Answers the phone in a timely manner and screens incoming calls, responding independently 
• when possible or re-routing whenever necessary
• Accurately takes and relays messages
• Meets and greets all visitors; maintains visitor log, provides visitor badges or nametags and safety glasses for anyone entering the production area
• Presents a friendly, welcoming environment for visitors and employees alike
• Compiles and distributes daily announcement and absence report email
• Maintains calendar for time off requests and work travel
• Receives and sorts incoming mail and deliveries; prepares and mails outgoing materials
• Water plants and keep front office area organized and tidy
• Submits re-order recommendations and maintains supply closet
• Monitors and restocks break room supplies as needed
• Assists with Accounts Payable/Receivable documentation and related files
• Maintain expense reports, assist with invoices, and simple bookkeeping tasks
• Organize and process accounting documents for month-end/year-end closing
• Performs general office duties including data entry, scanning, filing, faxing, and correspondence
• Performs complex and confidential administrative functions; maintains digital and physical 
• documentation, update databases, and handle confidential files with discretion
• Assists with compilation of all Company literature as requested
• Provides administrative support, including running errands, coordinating lunch arrangements, and preparing correspondence or reports
• Assists all departments and performs other duties as required by Management

Competencies & Qualifications

• High school diploma
• Proficient in Microsoft Office (Excel, Word, Outlook)
• Professional personal presentation
• Customer service oriented
• Knowledge of administrative and clerical procedures
• Excellent communication skills, both written and verbal, in positive or negative situations
• Highly organized with attention to detail
• Adaptability/Flexibility - has the ability to adapt to changes in the work environment and deal with frequent change, delays or unexpected events
• Self-motivated, comfortable working independently and as part of the team
• Ability to use initiative when needed
• Excellent team member, driven to contribute to the team effort
• Dependability - consistently at work and on time (or notifies if late or absent prior to being late of absent), follows instructions, responds to management direction
• Willingness to learn and seek out new skills
• Respect for the Company’s resources; treat company equipment, funds, time and co-workers with respect