Administrative Assistant Job at Spectrum Staffing Services/HRStaffers Inc., Austintown, OH

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  • Spectrum Staffing Services/HRStaffers Inc.
  • Austintown, OH

Job Description

SUMMARY

Seeking an experienced Administrative Assistant to join a dynamic team within a collaborative and fast-paced environment. This role supports day-to-day operational needs including order entry, quoting, purchasing, scheduling, shipping, invoicing, and general administrative functions. Ideal candidates will bring a background in manufacturing or construction along with familiarity with ERP systems. The position offers the opportunity to work closely with cross-functional project teams, develop operational workflows, and support business efficiencies.

RESPONSIBILITIES

  • Enter proposal data accurately into CRM software to support customer engagement efforts.
  • Input job details into the ERP system upon receipt of purchase orders.
  • Obtain and coordinate material and part quotations while communicating updates to relevant team members.
  • Update and maintain vendor information in collaboration with Accounting, ensuring records are current and complete.
  • Handle credit application processes for new vendors and manage sales tax exemption documentation.
  • Generate and follow through on purchase orders with vendors, ensuring timely delivery of goods.
  • Coordinate domestic and international part shipments, maintaining efficiency from origin to destination.
  • Create packing slips and issue timely invoices to clients to ensure prompt billing cycles.
  • Collaborate with Accounts Payable to resolve discrepancies in receiving documentation.
  • Partner with Accounts Receivable to follow up on overdue invoices and maintain cash flow.
  • Answer incoming calls and direct them to the appropriate departments or personnel.
  • Assist in preparing travel bookings and submitting expense reports for team members.
  • Participate in rolling out new administrative tools, systems, or procedures.
  • Support internal and external stakeholders in daily administrative and operational activities.

QUALIFICATIONS

  • Minimum of 2 years of administrative experience within manufacturing or construction industries.
  • Associate’s or Bachelor’s degree in Business Administration or a related field preferred.
  • Strong verbal and written communication, interpersonal, and organizational skills.
  • Proficient in Microsoft Office Suite, Adobe, and document management tools.
  • Demonstrated experience working with ERP/MRP platforms such as SAP, Oracle, or Jobscope.
  • Ability to assess processes and suggest enhancements for continuous improvement.
  • Self-starter with a proactive attitude and the ability to manage multiple tasks effectively.

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