Administrative Assistant

Samuel, Son & Co.; Columbia (TN); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Medical, Dental & Vision benefits

401K with company match

Biweekly direct deposit

Paid vacation & sick time

Paid holidays

Short & Long Term Disability, Life &AD

Job summary

Samuel, Son & Co. U.S. Inc. is seeking an organized Administrative Assistant to support branch operations in Columbia, TN. You will file materials, answer calls, direct visitors, manage supplier invoices, and assist with HR and safety program tasks.

This role requires a high school diploma and 1–2 years of related experience, plus proficiency with Microsoft Office. We offer competitive pay, biweekly direct deposit, benefits, and a 401(k) plan with company match.

Qualifications

• High School diploma required, plus 1-2 years of job-related experience.
• Microsoft Office suites experience required.

Responsibilities

• File administrative materials by following a pre-established filing system and storing materials for proper retrieval.
• Respond to incoming calls and visitors by directing them to the appropriate contacts.
• Maintain inventory counts of office, plant, and production consumables and order as needed.
• Coordinate with Accounts Payable to set up new vendors and maintain vendor documentation.
• Assist HR with branch duties, such as new employee orientation and training records.

Job description

WHAT WE OFFER:

• - Salary - Paid Bi-Weekly, Direct Deposit
• - Competitive pay rates
• - Paid vacation & sick time
• - 10 paid holidays/year
• - Medical, Dental, & Vision benefits - 1st of the month after hire date
• - Voluntary & Supplemental insurances to choose from
• - Short & Long Term Disability, Life & AD&D Insurance - all company paid for
• - 401K Plan with a company match of 5% - 2nd month after hire date
• - Annual Safety Boot Allowance - up to $150/year
• - Discounts with nationwide companies (GM, Nissan, Ford, Samsung, hotels, etc.)

Principal Accountabilities / Responsibilities

• - File administrative materials by following the pre‑established filing system and placing materials into proper location to orderly archive files for proper storage and efficient retrieval when necessary.
• - Respond to incoming calls and visitors by timely and politely directing them to the individuals they wish to contact.
• - Collects, organizes, and files the following items both electronically and physically (i.e. SLs, BLs)
• - May provide additional administrative support by processing customer and vendor invoices, payment requests and delivery tickets, performing certain banking functions and performing other clerical duties on an as needed basis.
• - Coordinate with Accounts Payable department to set up new vendors within Medius, as well as maintain proper documentation and information from vendors to be set up.
• - Open and sort incoming mail daily by following pre‑established guidelines as well as preparing all courier packages for daily pick up.
• - Monitors and maintains the uniform invoices for accuracy compared to active and inactive employee’s, reconciles any discrepancies.
• - Generate reports as requested by various departments to assist in the evaluation of performance or costing of product or processes. (i.e., monthly reports needed: Production, Quality, Safety, AP, and Expense reports.)
• - Updates communication board(s) with daily production reports and latest Haz recs, and safety contacts.
• - Maintain Problem Alert copies of closed items for record retention.
• - Responsible for promptly scanning and coding invoices as they are received for: Columbia and Toledo facilities, Automotive USA, and Samuel Metal Trading.
• - Maintain detailed inventory counts of all office, plant, and production consumables (i.e. office supplies, janitorial supplies, VCI, plastic, strapping, etc.) and order as needed. Ensuring proper levels are kept for efficient operation and cost control.
• - Manage orders for inventory items, monitoring lead times with critical vendors.
• - Perform cycle counts and assist with scanning inventory (coils and finished goods), as needed.
• - Reconcile inventory issues (i.e. Missing Tags/Material, Incorrect Tags, Location, etc.) on an ongoing basis.
• - Oversee the distribution and maintain the inventory of branch promotional items.
• - Communicates with PPE vendors to maintain proper stock of required PPE items (i.e., Fastenal, Grainger, etc), as well as coordinates the safety boot truck to come bi‑annually for employees.
• - Coordinates the availability of branch meeting space and facilitates refreshments for special events (i.e., vendors, customers, visitors, etc.)
• - Assists in the coordination and maintenance of branch safety files (i.e., SOPs & SSOPs).
• - Update bulletin boards with events and information monthly.
• - Create and post monthly birthday and work anniversaries for employee recognition.
• - Update communication boards (both TV monitors and bulletin boards) as needed.
• - Assists the Human Resources Department with branch specific duties, as needed, such as:
• - New Employee Orientation sessions,
• - Training records (printing SSOP/SOPs),
• - Maintaining/updating the training matrix,
• - Coordinating events with planning and organizing,
• - Safety month events coordination, etc.
• - Performs all other related duties as assigned.

General

• - Complies with the designated IATF16949 responsibilities, environmental management system, health & safety and company rules and guidelines.
• - Ensures company safety policies are adhered to and safe work habits are utilized by all department personnel and visitors. Wears personal protective equipment (PPE) as always required.
• - Maintains a high standard of general housekeeping consistent with 5S standards.
• - Strives for continuous improvement.

Position Qualifications

• - High School diploma required, plus 1-2 years of job‑related experience.
• - Microsoft Office suites experience required.

EOE - Samuel, Son & Co. U.S. Inc. provides equal opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.

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