Executive Administrative Assistant 1

$60,000 - $80,000/Yr

Fives - Fond du Lac, WI

Full-time - Entry Level

Fond du Lac, WI

5,001-10,000 employees

Machinery Manufacturing

About the position

The Executive Administrative Assistant at Fives Gidding & Lewis, LLC plays a crucial role in supporting technical services and field operations. This position involves a variety of administrative tasks that ensure the smooth functioning of the department, including managing paperwork, assisting service staff, and maintaining records. The role requires a proactive approach to creating a safe work environment and the ability to work independently with minimal supervision.

Responsibilities

• Proactively attains a safe and healthy work environment for all employees.
• Process and maintain paperwork and/or forms concerning routine departmental procedures and processes.
• Answer incoming calls, screen calls, and direct them to the proper individuals for handling.
• Assist, as backup, the phone attendants, including directing routine inquiries to the appropriate functional areas.
• Receive and process all service reports and attendance sheets from the field service staff, contractors, and any other individuals on field service assignments.
• Assist service staff and other travelers for Aftermarket and Installation with reservations and reporting requirements.
• Maintain invoicing files and provide back-up support to the AR team as needed to collect overdue payments for service invoices.
• Organize the filing system within the department and file information and records as necessary.
• Process all Independent Service Provider (ISP) invoices including data stamping when received, enter P.O. numbers, vendor code, I.D. number, job number, initials.
• Create purchase requisitions for Contractors, both Fives and non-Fives related support.
• Enter and approve hours in SAP Time & Attendance.
• Review SAP service module regularly to ensure data is current and paid orders are processed promptly.
• Provide SAP support and assistance as necessary.
• Respond to the needs of new hires for equipment, information, and training.
• Order office supplies.
• Open, sort, screen, and distribute mail, ensuring a timely response.
• Secure and arrange related material or previous correspondence required for efficient disposition.
• Organize and distribute information for all Installation Technicians/Assembly Support personnel in the OEM Installation Group.
• Prepare required reports including special or one-time reports, summaries, or replies to inquiries.
• Enter weekly time reports and process expense reports.
• Update and maintain the Installation Schedule, gathering information from Contractors, SAP, the sales work order, the master schedule, assembly travel schedule, supervision, etc.
• Create and maintain customer and machine functional location and equipment records.
• Register and maintain warranty registrations for purchased assemblies.
• Perform other related duties as directed by supervision.

Requirements

• Certificate from college or technical school.
• 3 - 6 months related experience or training.
• Demonstrated expertise using Microsoft Office Suite software; focusing on Word, Excel, and Outlook.
• Experience with SAP.
• Team player.
• Excellent communicator.