Administrative Assistant

American Track; Knoxville (TN); On-site; USD 42,000 - 56,000; Full time

Job summary

North American Rail Solutions (NARS) is seeking an Administrative Assistant to perform a broad range of clerical tasks across Accounting, HR, Sales, and Operations. Strong communication, organization, and confidentiality are essential as duties include scheduling, reception, records, and vendor coordination.

The role supports onboarding, payroll data preparation, and basic accounting functions such as POs and A/P, with duties extending to travel planning and internal communications.

Qualifications

• Excellent verbal and written communication skills.
• Strong organizational abilities and attention to detail.
• Proficient in Microsoft Office Suite.
• Experience with payroll data and bookkeeping basics.
• Ability to work independently and multitask effectively.
• Familiarity with Paylocity or CMiC is a plus.

Responsibilities

• Handle administrative tasks across departments including scheduling, reception, mail, and supplies.
• Greet visitors, direct inquiries, and maintain a professional office environment.
• Coordinate with vendors for repairs and maintenance as needed.
• Prepare communications, memos, invoices, and reports.
• Assist with onboarding and setup of new employees and equipment.
• Support payroll data gathering and reporting to corporate teams.
• Perform basic accounting functions such as purchase orders and accounts payable.
• Make travel arrangements and coordinate events to support business needs.

Skills

Communication

Multitasking

Office Suite

Organization

Recordkeeping

Independent work

Paylocity

CMiC

Education

High School Diploma or GED

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.