Administrative Assistant

Refractory Service, Inc.•Jackson, WI

About The Position

RSI (Refractory Service, Inc.) is seeking an Administrative Assistant to support day-to-day operations. The role maintains accurate records, supports accounting activities, and provides responsive service to customers, vendors, visitors, and team members. The Administrative Assistant also serves as the primary receptionist, helping create a welcoming first impression and keeping office communications and deliveries organized.

Requirements

High school diploma.
Strong proficiency in Microsoft Office applications, including Excel, Outlook, and Word.
Experience working with databases and business systems.
Demonstrate RSI’s Core Competencies in day-to-day work.
Bring a positive, flexible approach and shift between tasks as needs and deadlines change.
Communicate clearly in conversation, writing, and presentations, and listen carefully to people inside and outside the organization.
Use sound judgment to apply and follow instructions, policies, and procedures.
Break down problems and identify practical solutions, even when the situation is unclear.
Stay organized, prioritize effectively, and deliver helpful customer service.
Manage time effectively and find resourceful solutions, sometimes with limited information.
Take initiative and look for ways to move work forward.
Strong mathematical skills.

Nice To Haves

Associate degree in Office Administration, Accounting, Business Administration, or a related field.
At least three years of experience in administrative support or a related office environment.
Notary Public certification.

Responsibilities

Maintain up-to-date Excel spreadsheets, reports, and tracking systems supporting departmental activities, reporting requirements, and deadlines.
Support timely and accurate accounts payable and accounts receivable processing.
Reconcile company credit card transactions and ensure expenses are accurately coded, documented, and submitted.
Support invoice processing and account maintenance, and help resolve payment questions.
Enter and maintain accurate records in accounting software and other company systems.
Handle confidential information with discretion and professionalism, and help resolve conflicts or urgent situations.
Build positive relationships with customers, vendors, and teammates through exceptional service and timely follow-up to gather needed information.
Draft, proofread, edit, and distribute business correspondence and other documents.
Assist with special projects and additional administrative duties as assigned.
Answer and direct calls, respond to inquiries, screen visitors, and greet guests professionally as the primary receptionist.
Receive, sort, and distribute incoming mail and deliveries.