Department Assistant

Position Overview

We are seeking a highly organized and detail-oriented Office Assistant Manager to support daily operations at our facility. This role is ideal for someone who thrives in a structured environment, enjoys multitasking, and takes ownership of keeping office and operational processes running efficiently.

In this position, you will serve as a key support resource across administrative, accounting, and operational functions, helping ensure accuracy, organization, and strong internal coordination.

Key Responsibilities

Administrative & Operational Support

• Collect, organize, scan, and transmit delivery tickets daily in proper numeric sequence to the corporate office
• Maintain accurate filing systems for delivery tickets by date and number
• Perform general administrative duties including filing, copying, and document preparation
• Manage office supplies, equipment, and resources to maintain an efficient workplace

Accounting & Data Entry

• Enter Purchase Requisitions and Purchase Orders into the accounting system with correct general ledger coding
• Obtain required approvals in accordance with DOA guidelines
• Assist with budget tracking, invoicing, and expense reporting
• Enter receiving tickets into the system and maintain accurate records

Customer Service & Communication

• Provide professional support to clients and visitors, resolving issues promptly
• Answer incoming calls and route messages appropriately
• Coordinate shipments with carriers and assist with sample distribution to clients

Reporting & Compliance

• Assist with daily production reports and production analysis updates
• Maintain employee attendance records, including vacation and sick leave, and submit to HR
• Ensure Quality Management System documentation is current and compliant
• Maintain calibration and verification records for laboratory equipment

Additional Responsibilities

• Send weekly composite samples to the corporate office
• Prepare and ship client samples, including required documentation (MSDS, Certificates of Analysis)
• Support special projects and additional tasks as assigned

Schedule

• Monday – Friday
• No anticipated overtime at this time

Benefits

• 401(k) with 3% company match
• Paid Time Off (PTO)
• Company-paid holidays
• Health & Medical Insurance

Why Join Us

• Stable, predictable weekday schedule
• High-impact role with visibility across multiple departments
• Opportunity to develop skills in operations, accounting, and office management

Supportive and team-oriented work environment