Douglas Machines Corp is a renowned manufacturer of industrial cleaning equipment, dedicated to delivering top-quality solutions for a diverse range of industries. With a successful track record spanning over 40 years, we take pride in our commitment to excellence and innovation. As we continue to grow, we are seeking a skilled Administrative Assistant to join our team and contribute to the smooth operation of our business.
Administrative Assistant
Responsibilities
- Office Support: Provide comprehensive administrative support to various departments within the organization, including the executive team, engineering, sales, and production.
- Data Entry and Management: Accurately enter and maintain data in spreadsheets, databases, and other systems to ensure information is up-to-date and easily accessible.
- Communication: Facilitate effective communication within the company by managing incoming and outgoing emails, phone calls, and other correspondence.
- Scheduling and Calendar Management: Assist with organizing meetings, appointments, and events, ensuring optimal time management for all parties involved.
- Documentation: Prepare and edit documents, reports, and presentations as required, adhering to company formatting and style guidelines.
- Filing and Organization: Maintain organized physical and digital filing systems to ensure documents are easily retrievable and secure.
- Travel Coordination: Arrange travel arrangements for employees, including flight bookings, hotel accommodations, and transportation.
- Visitor Reception: Greet visitors and guests warmly, ensuring they feel welcome and assisting them with any inquiries or requests.
- Supply Management: Monitor inventory levels and order office supplies to ensure a well-stocked and efficient work environment.
- Assist with HR Functions: Support HR with onboarding processes, employee record management, and other HR-related tasks.
- Special Projects: Collaborate with team members on special projects as assigned, providing valuable assistance and contributing to successful project outcomes.
Requirements
- Proven Administrative Experience: Previous experience as an administrative assistant or in a similar role is preferred.
- Organizational Skills: Exceptional organizational abilities with the capability to handle multiple tasks and priorities simultaneously.
- Attention to Detail: Meticulous with a keen eye for detail to ensure accuracy in data entry and documentation.
- Communication Skills: Strong written and verbal communication skills to effectively interact with team members and external parties.
- Proficiency in Office Software: Comfortable with MS Office Suite (Word, Excel, PowerPoint) and other relevant software.
- Time Management: Excellent time management skills, with the ability to meet deadlines and effectively prioritize tasks.
- Discretion and Confidentiality: Demonstrated ability to handle sensitive information with utmost confidentiality.
- Problem-Solving: A proactive problem solver with the ability to find practical solutions to challenges that may arise.
- Team Player: A collaborative attitude and the ability to work harmoniously in a team-oriented environment.
- Flexibility: Willingness to adapt to changing needs and requirements in a dynamic workplace.
How to Apply
If you are a motivated and organized individual looking for an opportunity to contribute to the success of a leading manufacturing company, please submit your resume and a cover letter detailing your relevant experience to bmcneely@dougmac.com. Please use the subject line “Administrative Assistant Application – [Your Name]” in your email.