Administrative Assistant

Position Summary: Responsible for creating the first impression of Hydro-Dyne Engineering to new and potential customers and employees, both by phone and in person. Responsible for providing general administrative support to Management and other departments as needed.

Responsibilities

• Answers the phone in a timely manner and screens incoming calls, responding independently
• when possible or re-routing whenever necessary
• Accurately takes and relays messages
• Meets and greets all visitors; maintains visitor log, provides visitor badges or nametags and safety glasses for anyone entering the production area
• Presents a friendly, welcoming environment for visitors and employees alike
• Compiles and distributes daily announcement and absence report email
• Maintains calendar for time off requests and work travel
• Receives and sorts incoming mail and deliveries; prepares and mails outgoing materials
• Water plants and keep front office area organized and tidy
• Submits re-order recommendations and maintains supply closet
• Monitors and restocks break room supplies as needed
• Assists with Accounts Payable/Receivable documentation and related files
• Maintain expense reports, assist with invoices, and simple bookkeeping tasks
• Organize and process accounting documents for month-end/year-end closing
• Performs general office duties including data entry, scanning, filing, faxing, and correspondence
• Performs complex and confidential administrative functions; maintains digital and physical
• documentation, update databases, and handle confidential files with discretion
• Assists with compilation of all Company literature as requested
• Provides administrative support, including running errands, coordinating lunch arrangements, and preparing correspondence or reports
• Assists all departments and performs other duties as required by Management