Administrative Assistant

Instrumentation Technical Services Inc; West Goshen Township (PA); On-site; USD 32,000 - 48,000; Full time

Benefits offered by this job

401K + company match

Medical insurance

Dental insurance

Vision insurance

Short term disability

Long term disability

Life insurance

Bonus program

Tuition reimbursement

Paid holidays

Paid time off

Job summary

Instrumentation Technical Services Inc in West Chester, PA is seeking an Administrative Assistant for the Calibration Department to support data entry, invoicing, and client coordination in a full-time role.

Responsibilities include processing lab reports, printing and scanning certificates, handling vendor invoices, and assisting with quotes and correspondence. Strong organizational skills and MS Office proficiency required; ITAR considerations apply.

Qualifications

• 3 to 5 years’ administrative experience.
• Proficient in Microsoft Word & Excel.
• High level of attention to detail.
• Ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Data entry into computer databases from Lab Travelers and Field Service Reports.
• Print/scan calibration certificates, shippers and invoice reports.
• Scanning and/or mailing customer invoices.
• Receiving vendor invoices and matching purchase orders and packing slips.
• Outsourcing equipment to Vendors and accounts payable/receivable data entry.
• Assist with quotes, correspondence and other documents; communicate with clients daily.
• Onsite scheduling; review files and invoicing customers per PO requirements.

Skills

Administrative support

Microsoft Office

Data entry

Typing

Attention to detail

Education

High School Diploma or equivalent

Bachelor’s degree preferred

Tools

Microsoft Word

Microsoft Excel

Job description

Instrumentation Technical Services (ITS), a wholly owned subsidiary of Applied Technical Services, LLC (ATS), is a West Chester, PA-based provider of calibration, metrology, and instrumentation services serving highly regulated industrial markets throughout North America. For more than 30 years, ITS has helped customers improve compliance, quality, reliability, and operational performance through accredited laboratory services, field calibration, automation support, and technical expertise.ATS is a leading provider of critical testing, inspection, certification, and compliance services. ATS serves clients across a diverse set of large and stable end markets including manufacturing, power generation, aerospace, medical, and defense. ATS was founded in 1967 and is headquartered in Marietta, GA. Today the Company employs nearly 2,100 team members in over 95 locations across the United States.Together, Instrument Technical Services and ATS advance a shared mission to create a safe and reliable world through precise technical and professional services.Job Title: Administrative Assistant – Calibration DepartmentWell established Calibration and Inspection service organization in West Chester, PA is seeking an Administrative Assistant for a full-time position.Benefits include competitive compensation, 401K + company match, medical, dental, vision, short term and long-term disability, company paid life insurance, quarterly bonus opportunity, tuition reimbursement, paid holidays, and a paid time off/vacation package, and MORE!. ATS is a drug free environment.The responsibilities include:Data entry into computer database from Lab Travelers and Field Service Reports. Print/ scan calibration certificates, shippers and invoice reports.Scanning and/or mailing customer invoices.Receiving vendor invoices and matching purchase order and packing slips.Outsourcing equipment to VendorsAccounts payable/ receivable data entry, posting and processing vendor invoices for payment.Scan file folders, renaming and storing to appropriate software databases.Filing as needed.Maintain computer software recall databases.Preparing quotes and correspondence and other documentsAble to communicate with clients daily, Project coordinator for a couple of our large customers.Onsite schedulingReviewing files and invoicing customers according to their purchase order requirements.Shipping and receiving equipment in and out of the office as needed.Assist with other administrative duties as needed.Assist customer with status of equipment information.Skills, Abilities and Experience:3 to 5 years’ administrative experience; or shipping/receiving experience desired.Proficient in Microsoft Office -Word & Excel; Data Entry Knowledge; Typing SkillsHigh level of attention to detail on paperwork and equipmentAbility to continually self-evaluate the accuracy of your work.Ability to focus on routine tasks in a busy fast-paced environment.Demonstrated ability to follow written and verbal instructions.Demonstrated mechanical aptitude to recognize different types of equipment.A willingness to work occasional overtime is required.Education:High School Diploma or equivalent.Bachelor’s degree preferred but not required.Shall provide their own cell phone with data plan for connection to ATS email and multi-factor authentication.U.S. Persons” Only: A requirement of this position is access to information that is subject to U.S. export controls under the U.S. International Traffic in Arms Regulations (“ITAR”). Accordingly, the company will consider only “U.S. Persons” for this position. A “U.S. Person” includes (a) U.S. citizens or nationals; (b) U.S. lawful permanent residents (i.e., “green card” holders); (c) persons granted refugee status; or (d) persons granted asylum in the United States. This information is collected solely for purposes of complying with U.S. export control requirements and will not be used to unlawfully discriminate in the hiring process.EOE/AA/M/F/Vet/DisabilityApplied Technical Services is an equal opportunity employer where employment is based upon personal capabilities and qualifications without discrimination due to race, color, religion, gender, age, national origin, disability, veteran status or any other protected characteristic as established by law.