Executive Office & Travel Admin Coordinator

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

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.