Administrative Assistant

North American Rail Solutions; Knoxville (TN); On-site; USD 42,000 - 62,000; Full time

Job summary

North American Rail Solutions (NARS) is seeking a highly organized Administrative Assistant to support Accounting, HR, Sales, and Operations. You will handle scheduling, reception, and document management with a focus on confidentiality, while coordinating with vendors and internal teams.

The role includes onboarding support, basic accounting tasks, payroll data preparation, and travel arrangements as needed. Strong communication and multitasking abilities are essential for success.

Qualifications

• High School Diploma or GED required.
• 3 years of administrative experience.
• 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 filing systems.
• Ability to work independently and multitask.

Responsibilities

• Performs scheduling, reception, mail distribution, and office supplies procurement.
• Welcomes and directs visitors and clients.
• Keeps office space organized and well-maintained.
• Coordinates with vendors for repairs and maintenance.
• Coordinates team events to support a positive culture.
• Answers calls, emails, and routes inquiries to teams.
• Maintains records and ensures policy compliance.
• Manages vendor relationships and procurement; negotiates quotes.
• Gathers payroll data and supports payroll processes.
• Assists onboarding by setting up workstations and supplies.
• Executes basic accounting functions including PO creation and A/P.
• Arranges travel including flights, cars, and lodging.
• Prepares memos, invoices, reports, and other communications.
• Manages accounts and basic bookkeeping.
• Performs other duties as assigned.

Skills

Verbal & written communication

Interpersonal skills

Organizational skills

Multitasking

Independent worker

Confidentiality

Education

High School Diploma or GED

Tools

Microsoft Office Suite

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.