Administrative Assistant

About the Role

Raymond West is seeking an Administrative Assistant to support the Operational/Service departments. This role involves performing various general clerical responsibilities, including some general accounting functions, to contribute to the overall operation. The position requires working within established procedures with a moderate degree of supervision and the ability to identify problems and relevant issues in straightforward situations.

Key Responsibilities

• Maintain organized documentation for ongoing projects and initiatives.
• Keep department records and files up-to-date.
• Compile data and prepare reports for departmental leadership.
• Monitor department project progress and escalate issues to management.
• Handle sensitive information with discretion and maintain strict confidentiality.
• Schedule meetings and coordinate logistics, including room reservations and refreshments.
• Draft, format, and distribute correspondence.
• Review and route incoming mail.
• Receive and direct incoming phone calls.
• Schedule and coordinate with vendors for company projects and services.
• Submit and track departmental purchase requisitions.
• Manage and direct help desk tickets via the FreshService portal.
• Support special accounting, financial, or administrative projects.
• Perform general administrative and clerical tasks.
• Assist department staff with workload coverage during absences.
• Assist with other duties as assigned by leadership.

Requirements & Tech Stack

• Proficient in Microsoft Office Suite and similar software.
• Experience with FreshService portal (for help desk ticket management).
• Strong business math skills.

Qualifications

• Developed knowledge and skills through formal training or considerable work experience.
• Ability to identify problems and relevant issues in straightforward situations.
• Ability to assess standard procedures and make sound decisions.
• Excellent written and verbal communication skills.
• Ability to communicate with all levels of employees, customers, and manufacturers verbally and in writing.
• Excellent organizational and time management skills.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to speak effectively before groups of customers or employees.
• Ability to maintain effective working relationships with employees, co-workers, and managers.
• Willingness to work off-hours as specific needs dictate.
• Willingness to assume more responsibility as required.
• Effective listening and questioning skills.
• Professional appearance.
• Ability to manage time effectively.
• Ability to maintain a professional attitude.
• Willingness and ability to learn quickly and perform accurately and neatly with flexibility.
• Motivated for continuous self-development and training.
• Self-confident and able to work with minimum supervision.
• Must possess a High School Diploma or GED.

Physical Requirements

• Position is desk-bound, and work is performed in an office.
• Prolonged periods of sitting at a desk and working on a computer.
• Specific vision abilities required: close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Occasionally required to climb or balance, stoop, kneel, crouch, or crawl.
• Occasionally required to lift and/or move up to 25 pounds.

Pay Range

• Hourly range: $20.00 - $35.00.
• The specific pay offered may be influenced by relevant experience, education, and work location.
• Qualified candidates must pass a pre-employment physical and drug screen.