Administrative Assistant

Deep Coat Industries LLC; Sugar Grove (IL); On-site; USD 28,000 - 34,000; Part time

Job summary

Deep Coat Industries LLC, located in Sugar Grove, Illinois, seeks an Administrative Assistant Intern to support the Accounting & Administration Manager with financial operations, purchasing, and customer communications. This on-site role offers hands-on experience in accounting, administration, inventory management, and business process improvement in a manufacturing setting.

The role requires strong Excel and QuickBooks familiarity, detail-oriented work, and the ability to manage multiple

Qualifications

• Basic knowledge of QuickBooks preferred.
• Strong computer skills and familiarity with Microsoft Office: Excel, Word, Outlook.
• Ability to communicate effectively, verbally and in writing.
• Strong organizational skills with attention to detail.
• Ability to work independently and manage multiple tasks.
• Willingness to learn in a fast-paced manufacturing environment.
• Ability to maintain confidential and sensitive information.

Responsibilities

• Assist with maintaining production calendars, schedules, and machine logs.
• Organize, maintain, and file production, purchasing, inventory, and administrative records.
• Enter and verify data in spreadsheets, company databases, and tracking systems.
• Assist with purchase order creation, tracking, and related documentation.
• Support vendor management activities by maintaining records and assisting with vendor communications.
• Assist with customer inquiries, order acknowledgments, sales orders, and other customer related documentation.
• Maintain accurate records in QuickBooks, Microsoft Excel, and other business systems.
• Assist with inventory tracking and documentation to support operational accuracy.
• Prepare reports, spreadsheets, and other administrative documents as assigned.
• Support document management through filing, scanning, and electronic recordkeeping.
• Assist with tracking financial, purchasing, and operational data for reporting purposes.
• Coordinate meetings and maintain department calendars.
• Collaborate with production, accounting, purchasing, and administrative personnel to support daily operations.
• Perform general administrative and clerical duties as assigned.
• Support special projects and continuous improvement initiatives that promote operational efficiency and customer satisfaction.
• Audit incoming/outgoing logs and shipping packets to align with financial and inventory records.

Skills

Attention to detail

Organization

Communication skills

Independent work

Team collaboration

Tools

QuickBooks

Excel

Word

Outlook

Job description

Description

Job Title: Administrative Assistant

Salary Range: $20.00 – $25.00 per hour

SUMMARY:

The Administrative Assistant Intern supports the Accounting & Administration Manager with financial

operations, purchasing activities, customer communications, and administrative functions. This position

helps maintain accurate records, supports vendor management processes, and contributes to efficient

administrative operations across multiple departments. The intern will assist with financial

recordkeeping, purchase order tracking, production scheduling calendars, machine log administration,

document management, inventory documentation, and customer-related inquiries. The role will also

provide administrative support for purchasing activities, vendor communications, and cost-control

initiatives that contribute to operational efficiency and customer satisfaction.

This role offers hands-on experience in accounting, administration, purchasing, inventory management,

and business process management within a manufacturing environment. Experience with QuickBooks,

Microsoft Excel, and other Microsoft Office applications is preferred. The ideal candidate is organized,

detail-oriented, professional, and eager to learn in a fast-paced manufacturing setting.

HOURS:

The Administrative Assistant Intern is expected to work approximately 20–25 hours per week.

Preferred working hours will be scheduled between 7:30 AM and 4:00 PM, Monday through Friday,

based on business needs and the intern's availability. Flexible scheduling may be available; however,

all work must be performed on-site at Deep Coat Industries. Remote work is not available for this

position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist with maintaining production calendars, schedules, and machine logs.
• Organize, maintain, and file production, purchasing, inventory, and administrative records.
• Enter and verify data in spreadsheets, company databases, and tracking systems.
• Assist with purchase order creation, tracking, and related documentation.
• Support vendor management activities by maintaining records and assisting with vendor communications.
• Assist with customer inquiries, order acknowledgments, sales orders, and other customer related documentation.
• Maintain accurate records in QuickBooks, Microsoft Excel, and other business systems.
• Assist with inventory tracking and documentation to support operational accuracy.
• Prepare reports, spreadsheets, and other administrative documents as assigned.
• Support document management through filing, scanning, and electronic recordkeeping.
• Assist with tracking financial, purchasing, and operational data for reporting purposes.
• Coordinate meetings and maintain department calendars.
• Collaborate with production, accounting, purchasing, and administrative personnel to support daily operations.
• Perform general administrative and clerical duties as assigned.
• Support special projects and continuous improvement initiatives that promote operational efficiency and customer satisfaction.
• Audit incoming/outgoing logs and shipping packets to align with financial and inventory records.

Requirements

EDUCATION / EXPERIENCE REQUIREMENTS:

• Basic knowledge of QuickBooks preferred.
• Strong computer skills and familiarity with Microsoft Office products, particularly Excel, Word, and Outlook.
• Ability to effectively communicate both verbally and in writing.
• Strong organizational skills and attention to detail.
• Ability to work independently and manage multiple tasks.
• Ability to work collaboratively with employees, customers, and vendors.
• Willingness to learn and adapt in a fast-paced manufacturing environment.
• Ability to maintain confidential and sensitive information.

GENERAL QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty

satisfactorily. The requirements listed above are representative of the knowledge, skills, and/or ability

required. Reasonable accommodations may be made to enable individuals with disabilities to perform

the essential functions.

This position also requires compliance with U.S. export control laws and regulations. In accordance

with the International Traffic in Arms Regulations (ITAR), applicants must be a U.S. Person (citizen,

lawful permanent resident, or protected individual as defined by 8 U.S.C. 1324b(a)(3)).