Administrative Assistant

ATS FAMILY•West Chester, PA

5d•Onsite

About The Position

Instrumentation Technical Services (ITS), a wholly owned subsidiary of Applied Technical Services, LLC (ATS), is seeking a full-time Administrative Assistant for its Calibration Department in West Chester, Pennsylvania. ITS provides calibration, metrology, and instrumentation services to regulated industrial markets. The role supports the calibration department with data entry, document processing, invoicing, customer communication, scheduling, and shipping and receiving activities. The position requires 3 to 5 years of administrative experience or desired shipping/receiving experience, attention to detail, and the ability to work with routine tasks in a busy environment. A high school diploma or equivalent is required; a bachelor’s degree is preferred but not required. The employee must provide a personal cell phone with a data plan to access ATS email and multi-factor authentication. Because the position involves access to information subject to U.S. export controls, applicants must meet the stated U.S. Person criteria.

Requirements

3 to 5 years of administrative experience, or shipping/receiving experience desired.
Proficiency in Microsoft Word and Excel.
Data-entry knowledge and typing skills.
High level of attention to detail when handling paperwork and equipment.
Ability to continually self-evaluate the accuracy of work.
Ability to focus on routine tasks in a busy, fast-paced environment.
Demonstrated ability to follow written and verbal instructions.
Demonstrated mechanical aptitude to recognize different types of equipment.
Willingness to work occasional overtime.
High school diploma or equivalent.
Must provide a personal cell phone with a data plan for ATS email and multi-factor authentication.
Must qualify as a U.S. Person under the stated U.S. export control requirements.

Nice To Haves

Bachelor’s degree preferred but not required.
Shipping/receiving experience desired.

Responsibilities

Enter data from Lab Travelers and Field Service Reports into the computer database.
Print and scan calibration certificates, shippers, and invoice reports.
Scan and/or mail customer invoices.
Receive vendor invoices and match them with purchase orders and packing slips.
Outsource equipment to vendors.
Enter accounts payable and receivable data, and post and process vendor invoices for payment.
Scan file folders, rename them, and store them in the appropriate software databases.
File documents as needed.
Maintain computer software recall databases.
Prepare quotes, correspondence, and other documents.
Communicate with clients daily.
Coordinate projects for a couple of large customers.
Schedule onsite work.
Review files and invoice customers according to their purchase order requirements.
Ship and receive equipment to and from the office as needed.
Assist with other administrative duties as needed.
Assist customers with equipment status information.