Administrative Assistant

North American Rail Solutions; Denver (CO); On-site; USD 42,000 - 54,000; Full time

Job summary

North American Rail Solutions (NARS) seeks an organized Administrative Assistant to support Accounting, HR, Sales, and Operations with a focus on confidentiality and efficiency. The role handles scheduling, reception, document filing, and communications.

The ideal candidate has a High School diploma or GED, 3+ years in administrative work, and strong MS Office skills. Familiarity with Paylocity or CMiC is a plus, and you will coordinate vendors, payroll data, and onboarding tasks.

Qualifications

• High school diploma or GED required.
• 3+ years of administrative experience.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite.
• Ability to multitask and maintain confidentiality.

Responsibilities

• Perform administrative functions across departments (scheduling, reception, mail, supplies).
• Welcome visitors and direct them as needed and maintain an organized office.
• Coordinate with vendors for repairs and maintenance; arrange team events.
• Handle internal/external communications; answer calls and respond to emails.
• Assist payroll data preparation and onboarding of new employees.
• Support accounting tasks (A/P, purchase orders, inventories).
• Arrange travel bookings and prepare memos, invoices, and reports.

Skills

Excellent communication

Organizational skills

Multitasking

Independent work

Confidentiality

Education

High School Diploma or GED

Tools

Microsoft Office

Paylocity

CMiC

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.

Thank you for your interest in this position and for taking the time to apply. We appreciate your patience as we review all applications. While we will provide updates as soon as they are available, please note that we may not be able to respond to all applicants individually.