Administrative Assistant

$37,440 - $37,440/Yr

Universal Services Associates - Folcroft, PA

Full-time - Entry Level

Folcroft, PA

Repair and Maintenance

About the position

The Administrative Assistant at Universal Services Associates, Inc. will play a crucial role in supporting the purchasing and office administrative needs of the company, which specializes in custom fabrication for museums, visitor centers, zoos, and aquariums. This position requires a highly focused individual who can manage diverse tasks and ensure efficient office operations while collaborating closely with the Project Management and Production Management teams.

Responsibilities

• Place orders for materials and services for project specific requirements.
• Maintain an inventory of required office and shop supplies.
• Research and locate new products and service requirements for our projects.
• Enter and track purchasing information within our software database, Smartsheet.
• Manage incoming and outgoing deliveries and mail distribution.
• Update and maintain staff contact directories.
• Maintain and update source pricing of materials, vendors, exhibit specialists, and subcontractors to support estimating and fabrication needs.
• Support and maintain building safety protocols for employees, guests, and visitors.
• Make travel arrangements as needed for staff members.
• Manage building cleaning and landscaping contractor schedules.
• Document management support for office filing and accounting.
• Support HR needs as directed.
• Phone system management and messaging response.

Requirements

• Strong organizational skills and attention to details.
• Great communications skills and ability to work with teams.
• Ability to understand and adapt to workflow needs.
• Ability to support multiple teams' needs and maintain deadlines.
• Proficiency in Microsoft products.
• Strong written and verbal communications skills.
• QuickBooks experience a plus.
• QuickBooks Contractor experience a plus.

Benefits

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