PART-TIME OFFICE ADMINISTRATIVE ASSISTANT
About The Position
This is a part-time position, Monday through Friday 8:30am-2:30pm with a half hour unpaid lunch break. Holiday and PTO will be prorated. The role involves both accounting and office administration tasks. In accounting, responsibilities include processing A/P invoices, posting vendor invoices, creating daily deposits, acting as backup for A/R invoices and A/P calls, preparing and loading check runs, and assisting with collection calls. In office administration, duties include organizing and maintaining physical and electronic files, serving as the primary point of contact for communications, receiving and distributing mail, providing administrative support to the VP/GM and other departments, tracking documentation requirements, maintaining office systems and databases, assisting various departments with administrative tasks, coordinating with IT and maintenance, and performing other administrative duties and special projects. The role also requires familiarity with Sinclair QMS requirements and understanding the Sinclair Quality Policy.
Requirements
- High school diploma or equivalent.
- Ability to read and understand business correspondence as it relates to the job function, and procedure manuals.
- Ability to effectively present information and respond to questions from Sinclair personnel.
- Ability to work with basic mathematical concepts.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
Responsibilities
- Process A/P invoices for payment, matching invoices purchase orders, and packing slips together.
- Post vendor invoices to ABAS.
- Create daily deposits for bank.
- Act as back up for A/R invoices.
- Assist with collection calls.
- Act as back up for A/P calls.
- Prepare and load check run.
- Organize, maintain, and update physical and electronic files and records, including scanning and filing documents as needed.
- Serve as the primary point of contact for incoming communications by answering and directing telephone calls, taking detailed messages, responding to inquiries, and greeting visitors as necessary.
- Receive, sort, and distribute incoming mail and other correspondence in a timely manner.
- Provide administrative support to the VP/GM and other departments as requested, including preparation of letters, forms, agreements, reports, mailings, and other business documents.
- Track and follow up on regulatory, customer, vendor, and company documentation requirements, including EPA, DEP, customer NDAs, name changes, and related records.
- Maintain office systems, databases, and records, including data entry related to sales, production, CNC, plating costs, and other business functions.
- Assist the QA/QC, Purchasing, Accounting, Human Resources, Sales, and other departments with administrative tasks, recordkeeping, forms, reports, and office procedures as needed.
- Coordinate with IT and maintenance personnel regarding office equipment and telephone system maintenance and repairs.
- Maintain office equipment records and contact lists, including telephone system directories, speed-dial listings, and related resources.
- Perform other administrative duties and special projects as assigned to support efficient company operations.
- Become familiar with Sinclair QMS requirements as they relate to office administration.
- Have knowledge and understanding of Sinclair Quality Policy.
Benefits
- Holiday and PTO will be prorated.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
