Operations Admin

Gal Manufacturing, a Vantage Elevation Company•Tukwila, WA

5d•$25 - $31•Onsite

About The Position

If you are a forward-thinker interested in fostering a dynamic and supportive environment, then keep reading! We are searching for a result-oriented Operations Administrative Assistant to join the Vertical Dimensions Manufacturing team at Vantage Elevation. About Us Vantage Elevation, LLC is North America’s leading independent manufacturer of elevator components and systems. Vantage is comprised of eight business units including GAL Manufacturing; GAL Canada; Hollister-Whitney; Elevator Controls; Courion; Bore-Max; Thames Valley Controls and Vertical Dimensions. Through its brands, Vantage supplies almost all electro-mechanical devices used in contemporary elevators. The Vantage Group employs over 900 staff in multiple locations across the United States, Canada, and United Kingdom. The Operations Administrative Assistant will support Finance/Accounting, HR, and general office duties. This position will report to the Operations Manager. The candidate must be extremely self-motivated, meticulous and be able to work well independently and with the team.

Requirements

Associate’s degree in Finance, Human Resources, Operations, or equivalent experience.
2 years of HR/Payroll/Benefits/Office Administration Experience
2 years of Operational Accounting experience. (manufacturing preferred)
Direct knowledge of Invoicing/Billing, A/P, A/R, Payroll, and Financial Statements
Proficiency in MS Office Suite (i.e., Word, Excel, PowerPoint, and Outlook).
Advanced spreadsheet and analytical skills preferred.
Experience with general accounting systems i.e. Quick books, Visual 9, SAP.
Exceptional work ethic, time management, and organization skills.
High attention to detail and accuracy.
Excellent verbal and written communication skills.
Ability to work effectively in a team environment.
Self-motivated and able to work independently with minimal supervision when required.
Ability to multi-task in a challenging environment.

Responsibilities

Provide a professional first point of contact for guests and staff.
Manage incoming calls, emails, and inquiries, ensuring timely routing and follow-up.
Support day-to-day office administrative functions (scheduling, supply ordering, mail distribution, etc.).
Prepare, update, and distribute internal communications and customer correspondence.
Track order or project statuses and communicate updates to internal teams and external customers.
Process administrative request forms such as change orders, updates, and document revisions.
Provide general administrative support to management and teams as needed.
Provide daily finance/accounting support related to account reconciliation, and additional ad hoc accounting duties.
Support the preparation Sales/Use taxes, forms and reports, lien law and lien releases, MBA/SBA reporting requirements.
Assist with job bookings.
Internal sales (quoted, booking, shipment) reports, commission reports/checks, and analysis.
Maintain and update various Excel workbooks for use tax, fixed assets and sales analysis, etc.
Complete all prevailing Wage Reporting to appropriate government agencies and customers.
All Union reporting requirements – Payroll, benefits, retirement programs, etc.
Preparing Payroll for Paycom
Freight Reconciliation/Validation
Providing Weekly Operations reports for site
Provide Certificate of Insurance to Customers
Permitting submittals and follow ups
Office admin tasks and requests
Final receipt incoming PO’s submission into system for payment
Support HR, Benefit, and employee issues
Support and help lead employee engagement initiatives
V9/Tacton Integration
Operations documentation updates
Support Inventory, Planning and Purchasing systems as required
Other job-related duties as assigned