Part-Time Office Administrative Assistant

Sinclair Manufacturing Company•Norton, MA

5h•Onsite

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 processing A/P invoices, creating daily deposits, assisting with A/R invoices and collection calls, and preparing check runs. In office administration, responsibilities include organizing and maintaining physical and electronic files, serving as a primary point of contact for communications, handling incoming 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, and coordinating with IT and maintenance for office equipment. The position also requires familiarity with Sinclair QMS requirements and 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.
Regularly required to stand, talk, and listen.
Must be able to ascend and descend stairs.
Must be able to sit for prolonged periods of time.
Occasionally required to sit and reach above shoulders.
Must occasionally lift and/or move up to 10 pounds.
Specific vision abilities by this job include close visions, distance vision, color vision, peripheral vision, and depth perception.

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.