Administrative Assistant

American Track; Atlanta (GA); On-site; USD 42,000 - 56,000; Full time

Job summary

North American Rail Solutions (NARS) in Atlanta is seeking an Administrative Assistant to provide organized, confidential administrative support across Accounting, Human Resources, Sales and Operations. You will handle scheduling, reception, mail distribution, office supplies, vendor coordination, onboarding support, basic accounting tasks, and travel arrangements, while maintaining accurate records.

Excellent verbal and written communication, strong interpersonal skills, and proficiency with

Qualifications

• High School Diploma or GED required.
• 3+ years of administrative experience.
• Excellent written and verbal communication skills.
• Paylocity and/or CMiC experience is a plus.

Responsibilities

• Performs administrative functions including scheduling, reception, mail distribution, and office supplies procurement.
• Welcomes and directs visitors and clients.
• Maintains organized, clean, and well-maintained office space.
• Coordinates with vendors for repairs and maintenance.
• Coordinates team events and activities to foster a positive work culture.
• Answers calls, responds to emails, and directs inquiries to the appropriate team members.
• Maintains accurate records and files in compliance with policies and legal requirements.
• Manages vendor relationships, obtains quotes, and negotiates contracts for cost-effective services.
• Gathers payroll data based on current policies and reports processing accuracy to the corporate team.
• Assists in onboarding new employees including workstation setup.
• Performs basic accounting functions such as creating purchase orders and accounts payable.
• Makes travel arrangements including flights, cars, hotels, and restaurant bookings.
• Prepares communications such as memos, emails, invoices, and reports.
• Maintains accounts and performs bookkeeping.
• Performs other duties as assigned.

Skills

Strong communication

Interpersonal skills

Organizational skills

Multitasking

Independent work

Attention to detail

Microsoft Office

Paylocity/CMiC experience

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

North American Rail Solutions (NARS) is seeking a highly organized and highly adaptable Administrative Assistant to perform a variety of administrative and clerical tasks across all functional departments, which include Accounting, Human Resources, Sales, and Operations. The ideal candidate should have excellent communications skills, both written and verbal, and be able to handle multiple tasks efficiently, and maintain the highest level of confidentiality.

Major Responsibilities

• Performs all administrative functions, including scheduling, reception, mail distribution, and office supplies procurement.
• Welcomes and directs visitors and clients.
• Ensures the office space is organized, clean, and well-maintained.
• Coordinates with vendors for repairs and maintenance as needed.
• Coordinates team events and activities to foster a positive work culture.
• Serves as a point of contact for internal and external communication. Answer phone calls, respond to emails, and direct inquiries to the appropriate team members.
• Maintains accurate records, documents, and files, ensuring compliance with company policies and legal requirements.
• Manages relationships with vendors, service providers, and suppliers. Obtain quotes and negotiate contracts to secure cost-effective services.
• Gathers and prepares payroll data based on current payroll policies and procedures, and reports to the corporate team on processing and verifying accuracy.
• Assists in onboarding new employees, including setting up workstations and ensuring necessary equipment and supplies are available.
• Perform essential accounting functions such as creating purchase orders, Account Payables (A/P), and equipment inventories for the assigned office.
• Make travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
• Prepare communications, such as memos, emails, invoices, reports, and other correspondence.
• Manage accounts and perform bookkeeping.
• Performs other duties as assigned.

Job Requirements

Education Required:

• High School Diploma or GED

Work Experience Required:

• 3 + years of experience in an administrative role.

Skills & Knowledge Required:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.
• Ability to multitask effectively.
• Paylocity and/or CMiC experience, a plus.