Administrative Assistant

S.M. Hentges & Sons Inc; Jordan (MN); On-site; USD 40,000 - 50,000; Full time

Job summary

S.M. Hentges & Sons Inc. is seeking an Administrative Assistant for its Jordan office to provide comprehensive administrative and office support, acting as the first point of contact for employees, visitors, and external partners.

Responsibilities include mail, travel arrangements, and assisting Accounts Payable documentation and follow-up. The role involves coordinating shipments, managing supplies, supporting meetings and events, and ensuring a professional, welcoming office environment.

Qualifications

• High school diploma or equivalent required; additional admin/business education preferred.
• Experience in an administrative or receptionist role preferred.
• Strong organization, time-management, and multitasking skills with ability to meet deadlines.
• Excellent written and verbal communication skills and a professional, friendly, customer-service-oriented approach.
• Proficiency with Microsoft Office and standard office equipment.
• Ability to work independently while also contributing to a team and maintain confidentiality.

Responsibilities

• Welcome visitors and assist inquiries in person, by phone, and by email.
• Direct inquiries to the appropriate employee or department and provide general admin support.
• Retrieve, open, sort, and distribute mail; manage postage and supplies.
• Coordinate outgoing shipments via UPS, USPS, and FedEx and prepare shipping docs.
• Monitor office supply inventory and order forms, tax forms, envelopes, water, and other materials.
• Support Accounts Payable by matching packing slips to invoices and filing docs.
• Run weekly hold reports and follow up with shop/field for missing packing slips.
• Assist with meetings, events, and travel arrangements including hotels, airfare, and rental cars.
• Provide day-to-day administrative support to staff and assist with special projects.

Skills

Attention to Detail

Communication

Multitasking

Time Management

Customer Service

Teamwork

Education

High school diploma or equivalent

Job description

Position Overview

The Administrative Assistant provides comprehensive administrative and office support to keep the day-to-day operation of our Jordan office running smoothly. This role is often the first point of contact for employees, visitors, customers, vendors, and other external partners and plays an important part in creating a professional and welcoming office environment. The position also supports mail and shipping, office supplies, travel and events, and Accounts Payable documentation and follow-up.

What You'll Do

• Welcome and assist office visitors and serve as a primary point of contact for inquiries received in person, by phone, and by email.
• Direct visitors, calls, and questions to the appropriate employee or department and provide general administrative support to office personnel.
• Retrieve, open, sort, and distribute incoming mail; manage the office postage machine and related supplies.
• Coordinate outgoing shipments through UPS, USPS, and FedEx, including management of the company FedEx account and shipping documentation.
• Monitor office supply inventory and order checks, tax forms, stamped envelopes, bottled water, and other office materials as needed.
• Support Accounts Payable by matching packing slips to invoices, scanning and electronically filing documentation, and managing the packing-slip email inbox.
• Run weekly hold reports, follow up with shop and field personnel for missing packing slips, and maintain accurate records that support timely invoice processing.
• Assist with company meetings, events, and office functions, as well as business travel arrangements including hotels, airfare, and rental vehicles.
• Provide day-to-day administrative assistance to employees and management and support special projects and other administrative needs as assigned.

Work Environment & Physical Requirements

This position works in a professional office environment and regularly uses computers, telephones, scanners, printers, postage equipment, and other standard office equipment. The employee must be able to handle and distribute mail, packages, and office supplies and occasionally lift and carry office supplies or packages as needed.

CORE COMPETENCIES

Organization & Time Management

• Attention to Detail
• Communication & Customer Service
• Problem Solving
• Reliability & Follow-Through
• Confidentiality & Professionalism
• Teamwork & Collaboration
• Ability to Multitask

What We’re Looking For

• High school diploma or equivalent required; additional administrative or business education preferred.
• Previous experience in an administrative, office support, receptionist, or similar role preferred.
• Strong organization, time-management, and multitasking skills with the ability to prioritize competing needs and meet deadlines.
• Excellent written and verbal communication skills and a professional, friendly, customer-service-oriented approach.
• Strong attention to detail and accuracy, with consistent follow-through.
• Proficiency with Microsoft Office and standard office equipment.
• Ability to work independently while also contributing to a team environment.
• Ability to maintain confidentiality and appropriately handle sensitive business information.