Job description

Administrative Associate - HR and Accounting

Atlas Stamping and Manufacturing is looking for an organized professional to join our team as an Administrative Associate.

Primary Tasks and Responsibilities

The primary tasks that this administrative position will be responsible for include:

Data Entry

• Entering vendor invoices into a computer system
• Entering customer purchase orders into a computer system
• Entering employee information into a computer system
• Entering other information into a computer system as needed
• Verifying that the information is correctly entered

Organizing Files

• Downloading information from customers and saving it to the correct location
• Ensuring that files are kept organized and properly labeled

Training Session Organization

• Create and maintain a list of every training the company provides
• Create and maintain a schedule of required training sessions
• Create and maintain a list of each employee's training sessions, indicating which ones are required
• Schedule the training sessions and remind attendees when training is to occur
• Gather attendees for training sessions
• Ensure that each individual has attended required training sessions
• Record training attendance
• Training Room Set Up - NOTE: You must be comfortable turning on a laptop, signing into your user account, connecting the laptop to a monitor or television using an HDMI cable or a wireless connection, verifying sound can be heard by attendees, finding the appropriate files or websites, opening a presentation deck, and using a trackpad or mouse to click play on a video without assistance

Facilitate Employee Benefit Sign Ups

• Schedule meetings with benefit provider to explain options to employees
• Collect benefit forms and submit to benefit providers
• Assist employees with questions regarding their benefits by directing them to provided information or to the correct contact
• Schedule meetings between benefit providers and upper management

Accounts Payable

• Maintain vendor payables and customer receivables in Quickbooks
• Write checks as instructed
• Send payments when instructed

Creating, Managing, and Distributing Reports

• Run reports from Quickbooks
• Run reports from the company database software
• Create reports in Excel using information from multiple sources
• Send reports to key personnel

Answering and Directing Phone Calls

• Responsible for making sure that the company’s main telephone line is answered by yourself or other office personnel when you are unavailable
• Taking messages, transferring a call, etc.

Accounting Communication

• Respond to calls and emails from vendors regarding payment
• Request statements from vendors to verify account balances
• Make phone calls to customers requesting payment for outstanding balances

Meeting Facilitation

• Send invitations, set up room, ensure that required materials and items are present before the meeting starts, and gather participants
• Attend meetings with laptop and take meeting minutes or notes

Provide As-Needed Cross-Departmental Administrative Support

• Examples include assisting the shipping department with part counts and creating shipping labels; assisting the production department with scanning documentation; assisting the quality department with finding documentation; and other similar duties as assigned

Necessary Skills

The following skills will be necessary to perform this job satisfactorily. Please note that within one month working as an Administrative Associate, the company will know whether or not you have these skills.

Computer Skills

• Quickbooks – You will need to enter invoices and purchase orders, mark invoices and purchase orders as paid, categorize payments, run reports, print checks, etc.
• Excel – You will need to know how to format cells, sort and filter columns, create conditional formatting, perform simple calculations such as SUM and VLOOKUP, and make charts
• Outlook – Send and receive emails with attachments, schedule events and meetings, and communicate daily events to appropriate team members.
• Portal and Database Use – Atlas uses a small number of databases and customer portals to receive, process, and send orders. The Administrative Associate needs to be comfortable logging into and navigating these types of systems. They also need to be comfortable finding, entering, saving, and exporting information from these types of systems. They may need to use this system to write a check.
• Word – You will need to occasionally write a letter
• PowerPoint – You will need to edit/customize existing PowerPoint presentations prior to meetings with customers
• Teams – You will need to be comfortable using Teams to communicate internally with coworkers, setting up online meetings with customers and vendors, sending calendar invitations, and managing files
• SharePoint and OneDrive – You will need to know how to save and organize files inside these systems
• PDF – You will need to fill out forms, apply signatures to contracts, and file appropriately
• Internet – You will need to search for information about customers or vendors, download and upload files, and place orders from vendor websites

Customer Service

• Every attempt must be made to help customers feel that Atlas is open, professional, and responsive in all communication

Attention to Detail

• Key details must be entered correctly and verified regularly—examples include part and revision numbers, required documentation, and purchase order instructions

Respect for Sensitive Information

• All employee personal information must be kept confidential per Atlas policy
• Atlas often works with sensitive, proprietary information—information which is created internally or received from customers. The Administrative Associate will be trained in regards to what information is sensitive, who can and cannot receive that information, and how that information is shared.

Following Instructions

• Atlas employees are required to adhere to written procedures and work instructions. It is highly important that the actual procedures we follow match the procedures that we have documented. You are empowered to change and improve your written procedures and work instructions, but you must follow what you have written down.

Mathematical Skills

• Using a calculator or a computer, you will need to add, subtract, divide, and multiply.
• You will need to calculate a percentage.

Physical Requirements

• Sit at a desk – 65 to 90% of the workday
• Standing and walking – 10 to 35% of the workday
• Bend and lift up to forty pounds

About Atlas Stamping and Manufacturing Corporation

Atlas Stamping & Manufacturing is a 79-year-old precision metal-stamping company running on the principles of lean manufacturing. We are a woman-owned and operated small business committed to building a diverse workplace and leadership team. We are dedicated to outstanding quality and delivery performance; keen cost competitiveness; and Continuous Improvement, working effectively and efficiently with jobs of all sizes. ​

Atlas is remarkable for our fast turnaround, innovative design, and on-time delivery. Our focus on workforce development has led to a strong history of customer satisfaction. Our precision metal-formed components are found in many aerospace and defense applications. We are on the threshold of Supplier Gold for Pratt & Whitney. ​

Atlas holds several industry leading certifications - including ISO9001:2015, and AS9100D​.

Job Type: Full-time

Pay: $20.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Physical setting:

• Office

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Newington, CT 06111: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 2 years (Preferred)

Work Location: In person

seankuhnke.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, seankuhnke.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, seankuhnke.com is the ideal place to find your next job.