Administrative Assistant I

Chart Industries • Buffalo, NY

19h • $42,000 - $48,000 • Onsite

About The Position

Ensuring Chart’s Success… “Cooler By Design”- Chart’s principal focus is the design and fabrication of cryogenic equipment; so, you can see where we get our tagline from, right? Well, yes and no – see, we think the stuff we design and build is pretty cool, too. What’s more, we’re problem solvers. Customers don’t come to Chart with an equipment specification, they come to Chart with a challenge. That’s where you come in, because someone has to figure it out, all the way from conceptual design to installation and commissioning of equipment at site. The applications we service are pretty diverse (and cool) too – from solutions for launching rockets into space; to providing low carbon energy for vehicles, industries and even entire communities; to the preservation of critical human and animal tissue. Pop into a well-known fast-food outlet and it’ll likely be Chart equipment supplying your carbonated beverage. If nitro coffee or nitro ice cream is your thing – well, that’s Chart technology too (and it’s also cool)! Interested to learn more? Take a tour ofChart Cityto get a feel of how Chart equipment solutions impact our daily lives. We are looking for a detail-oriented Administrative Assistant for our Buffalo/Depew office to support multiple departments and ensure smooth office operations. This role involves general administrative tasks, inventory management, IT coordination, and acting as a liaison across departments. If you thrive in a fast-paced environment and enjoy being the go-to person for office needs, this position is for you!

Requirements

• 2 years of experience in similar role
• Able to prioritize work, delegate, and meet deadlines
• Excellent communication and interpersonal skills
• High school diploma

Nice To Haves

• Bachelor’s degree is a plus

Responsibilities

• Act as liaison for service requests for the office.
• Maintain facilities: clean unused offices, prep meeting areas, handle recycling tote replacements.
• Track vendor services: CINTAS cabinet replenishment, water filter expirations, and monthly carpet replacements.
• Restock kitchens, offices, and restrooms.
• Maintain and track office-wide inventory on master sheet.
• Place supply orders using P-Card and invoicing; manage multiple vendors.
• Coordinate new associate onboarding: technology setup, badge activation, desk preparation.
• Track and distribute IT packages; maintain IT storage area.
• Manage printer maintenance and supply orders.
• Serve as office liaison for IT service calls and technical issues.
• Respond to general office inquiries from HR.
• Handle HR vault retrievals and record storage requests.
• Process office vendor invoices and forward mailed invoices to AP.
• Track incoming checks and update AR master sheet; forward checks for processing.
• Act as Buffalo office point of contact for AP & AR.
• Serve as office point of contact for operations.
• Handle package packing, departures, and reroutes for project parts.
• Sort and forward mail to appropriate departments (Finance, HR, Logistics, etc.).
• Track checks and ensure proper routing for processing.
• Scan and upload tax-related mail to SharePoint for Finance.

Benefits

• Medical, dental and vision insurance
• Employer contributions to an HSA account
• Health Care and Dependent Care Flexible Spending Accounts (FSA)
• Company-paid short-term and long-term disability coverage
• Basic life insurance with the option to purchase supplemental individual, spouse and dependent child coverage
• Up to two weeks of paid family leave
• 401k retirement savings plan including a company match
• Salary range for this role is between $42,000 - $48,000; depending on experience.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees