Administrative Assistant

Western Steel Buildings•Salt Lake City, UT

About The Position

The Administrative Assistant is a vital position within our organization, serving as the central hub of coordination for internal and external administrative communications at Western Steel. This role oversees day-to-day office operations, including answering the main telephone lines, scheduling appointments/meetings for various teams, managing incoming/outgoing correspondence, maintaining office-related files, ordering office supplies, welcoming visitors, providing recruitment and hiring support, and ensuring smooth administrative functions throughout the organization. As an entry-level position, the Administrative Assistant role offers excellent opportunities for professional growth and development, with potential pathways to advance within the company as you build your skills and expertise.

Requirements

Excellent communication skills, both verbal and written
Strong organizational skills and attention to detail
Proficiency in office software (Microsoft 365, Google, Adobe, Zoho Suite, Etc.)
Ability to multitask and prioritize tasks for optimal scheduling and effective completion with minimal supervision
Customer service skills and the ability to interact with diverse groups and individuals
Ability to stay calm, communicate effectively even in tense situations, and promptly escalate matters to appropriate team members when applicable

Responsibilities

Greeting visitors and directing them appropriately
Answering phone calls and managing incoming inquiries
Manage the cleanliness of the reception area
Ensure a professional atmosphere in the overall office
Coordinating call and mail transfers to the appropriate team members
Scheduling meetings, appointments, and conference rooms
Preparation of meeting agendas as required
Preparation of meeting minutes as required
Sending reminders internally and externally for interview coordination
Collaborate with the hiring manager on the preparation and execution of onboarding agendas for newly hired staff
Oversee and distribute incoming and outgoing mail, faxes, and shipping needs, including routine drop-offs to physical shipping locations
Drafting and preparing correspondence, including letters and emails, and other assigned projects
Assist with bulk marketing mailing campaigns
Managing internal communication channels and messaging systems
Monthly inventory review and approval with the Business Services Manager
Ensuring inventory releases and return documents are properly executed
Annual e-recycle tracking, completion, and reporting
Maintaining a document management system program, including destruction scheduling
Ordering the office/break-room supplies within an assigned budget
Maintain reports as requested by the finance team for budget tracking
Oversee leased office equipment and coordinate maintenance with vendors
Collaborate with the Business Services Manager to manage office space and layout for events or group work to accommodate meeting and team needs as assigned
Maintain overall office cleanliness, including watering plants, restocking breakroom snacks, and wiping down conference room tables and glass surfaces
Assist with keeping the tech room organized and clean
Prepare reports from supplied data sets and assist with presentations as assigned
Managing travel arrangements for staff, leadership, interviewees, and others assigned
Coordinate with marketing on the needs for team convention visits when applicable
Coordinate job postings across various platforms and career sites
Assist with the candidate pipeline and scheduling of interviews
Serve as the initial point of contact for candidates and respond to inquiries
Schedule interviews and coordinate logistics with hiring managers and interview panels
Conduct reference checks and employment verifications as needed
Assist with onboarding logistics for new hires, including workspace setup and first-day preparations
Support applicant tracking records and ensure compliance with hiring documentation requirements
Assist the internal teams in coordinating company events and meetings
Manage catering orders, confirm venue bookings, and other event logistics
Coordinate field visits, trade shows, and other outreach events as assigned