Administrative Assistant

REHAU Building Solutions Americas • Leesburg, VA

38d • Onsite

About The Position

The Administrative Assistant will play a crucial role in ensuring the efficient operation of our office. This position involves a variety of administrative and receptionist duties, including providing support of executive schedule/calendars, handling correspondence, assisting with data organizing/filing, and providing support for meetings and key visitors to both the office and the plant. Additionally, the role includes specialized tasks such as managing subscriptions and memberships, facilitating vendor payments, and supporting various cross-functional approval and reporting processes.

Requirements

• Proven experience as an administrative assistant
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Familiarity with office equipment
• Strong organizational and time-management skills
• Excellent verbal and written communication skills
• Ability to handle multiple tasks and prioritize effectively

Nice To Haves

• Experience with document management systems is a plus
• Knowledge of subscription and membership management is desirable
• Familiarity and/or experience with SAP ERP systems is beneficial

Responsibilities

• Answering and directing phone calls
• Greeting and assisting visitors
• Assisting with the use of SignNow for document signing and management
• Handling incoming and outgoing mail and packages
• Maintaining organized filing systems
• Scheduling and coordinating meetings and appointments
• Managing and processing STOs (Stock Transfer Orders), PRPs (Purchase Requisition Proposals), POs (Purchase Orders), and GRs (Goods Receipts)
• Facilitating the approval process for these documents
• Coordinating shipping and receiving activities
• Ensuring accurate documentation and tracking of shipments
• Reconciling Purchasing Card transactions
• Ensuring accuracy and compliance with company policies
• Arranging lunches and room bookings for large meetings
• Providing hospitality support for key visitors
• Overseeing subscriptions and memberships (e.g., Dodge, MasterSpec, CBE, ASHRAE)
• Facilitating the processing of payments and invoices
• Enhancing and polishing PowerPoint presentations for various meetings and events

Benefits

• Medical, dental and vision insurance
• 401(K) with 4% company match
• Tuition reimbursement
• Generous paid time off (PTO), plus 11 holidays per calendar year.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed