Administrative Assistant

SUMMARY OF RESPONSIBILITIES
Assists and supports management with daily activities in the plant office.

ESSENTIAL JOB FUNCTIONS:

Primary Responsibilities

• Proactively track and follow up on purchase orders from customers and suppliers to ensure accurate project documentation and timely billing
• Monitor and manage projects in reserve status, working to recover outstanding revenue through consistent customer and internal follow-up
• Maintain accurate, organized records of project statuses, outstanding items, and collection efforts
• Provide regular updates to leadership and territory teams to ensure visibility into project and collection progress
• Coordinate with sales, operations, and accounting teams to resolve documentation gaps and billing issues
• Support the invoicing and collections process to improve efficiency and reduce delays
• Communicate consistently with customers to ensure timely submission of required documentation and payments

Key Requirements

• Strong organizational skills with the ability to manage multiple projects and follow-ups simultaneously
• Excellent communication skills for customer outreach and internal coordination
• Detail-oriented with a focus on accuracy in documentation and tracking
• Ability to work cross-functionally with sales, operations, and accounting teams
• Proactive, self-motivated approach to problem-solving and collections follow-up
• Experience with administrative support, billing, or collections processes preferred

Impact of the Role

• Helps reduce the number of projects moving to reserve status
• Improves collection rates and supports territory financial performance
• Enhances operational efficiency through consistent follow-up and coordination

QUALIFICATIONS:

• 1-2 years of manufacturing, quality or administrative related experience
• Ability to maintain confidential information
• Excellent organizational skills and attention to detail
• Strong verbal and written communication skills
• Knowledge of Microsoft Office; proficiency in Excel
• Available to work assigned hours based on customer and business needs