Administrative Assistant

Job Description

Summary / Objective:

The administrative assistant’s primary objective is to provide administrative assistance within the sales, engineering and manufacturing departments. This support will range from developing sales documentation, assisting with weekly and monthly reporting, CRM management, and customer communication both written and verbal.

Essential Functions:

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions:

Sales Department:

• Develop sales documentation, including, but not limited to quotations, sales orders and invoices.
• Process client purchase orders and RFQ requests.
• Generate weekly, monthly and quarterly reports for management.
• Update client information in CRM (client database).
• Communicates with clientele on a variety of matters (verbal and written communication).
• Operates in conjunction with AR for invoice collection processes.
• Work in conjunction with the shipping department when required.
• Work in conjunction with the accounting department when required.

Engineering Department:

• Assist with meeting related tasks, including, but not limited to developing meeting agendas, taking minutes and developing meeting recap for necessary personnel.
• Assist with GANT charts and project tracking.

Manufacturing Department:

• Assist with meeting related tasks, including, but not limited to developing meeting agendas, taking minutes and developing meeting recap for necessary personnel.
• Work in conjunction with the production staff on reporting and documenting certain processes.

Competencies:

• Technical Capacity
  • Computer Skills
  • Microsoft Office Suites
  • QuickBooks
  • Interpersonal Communication
• Time Management
  • Must be proficient at personal time management and work under time constraints.
• Organization
  • Must be able to organize multiple projects within multiple department simultaneously.
• Thoroughness
  • Quality and accuracy is a top priority for SureFire.

Supervisory Responsibility:

This position has no supervisory responsibility.

Work Environment:

While performing the duties of this position, the employees will spend the majority of their time in an office environment and a small portion of time in a warehouse environment. This position must be able to speak, understand and communicate in English.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this position, the employee is regularly required to sit or stand for extended periods of time. While infrequent, the employee may be required to lift and carry boxes or items up to 10 pounds and occasionally up to 35 pounds. Specific vision abilities are required in this position, which includes close and peripheral vision, depth perception and ability to adjust focus.

Position Type:

This is a full-time, non-exempt, and hourly position.

Work weeks are consistently 38 – 40 hours per week.

Days of operation are Monday through Thursday, 6:00 am – 5:00 pm.

Travel:

There is no required travel for this position.

Required Education and Experience:

Education requirements are based on skills and duties / tasks that are job related and consistent with business necessity.

• High school diploma or GED equivalent.
• One-year of related experience
• Two years of Microsoft office suites experience.

Preferred Education and Experience:

• One-year of QuickBooks experience.
• One-year of customer service experience.

Other Duties:

All other duties as assigned and deemed appropriate by management.

Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.