Administrative Assistant

Job Description

Wagstaff

Description :

Wagstaff manufactures equipment for aluminum producers, who process formed aluminum into parts and products you use every day.

PM22

Pay : $20.25 - 27.45 per hour, depending on experience

Schedule : Monday - Friday, 8-hour shifts. There is flexibility to discuss the specific hours.

Location : On-site in Spokane Valley, Washington.

As an employee of Wagstaff, you'll enjoy :

FREE medical / dental / vision benefit options

Paid non-working holidays

Monthly, site-wide BBQs

Up to 8% retirement contribution

Annual bonus program

1200 Sqft onsite gym, accessible 24 / hrs a day

Family-friendly, company-wide events

To review our full benefits summary, please visit

Want to learn more about Wagstaff? Join us for a virtual tour!

Job Summary

Apply technical administrative knowledge to the implementation of Wagstaff, Inc. contract project objectives in the Sales Organization : Applications Engineering, Customer Service and Publications departments.

Requirements :

• High School diploma or GED
• Four (4) years of related work experience
• Two (2) years of administrative office experience in contract or project management or an Associate of Arts degree in Business Administration or a related field
• Ability to rapidly learn and disseminate to employee's customer-specific documentation requirements, including use of customer-supplied electronic files and instructions
• Intermediate to advanced demonstrated experience using Microsoft Office Products (Excel, Word, Project, SharePoint etc.

Microsoft Outlook, Microsoft Teams, Adobe Acrobat

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, employees, clients, customers, and the general public
• Demonstrated proficiency and experience in the use of Visual Basic; ability to develop and modify existing VBA programs for automation / integration of MS Office products preferred

Primary Job Responsibilities :

• Provide project management reports and transmittal documents in accordance with customer contract requirements including established content, format, and transmittal dates
• Serve as single point of contact for project document management and procedures
• Prepare document transmittals
• Perform electronic filing of project documents and correspondence
• Maintain and update project report documents, files and spreadsheets
• Publish and distribute project-related correspondence
• Develop, publish, and distribute project-related procedures and processes
• Oversee use and development of resources such as office application programming, document logistics tracking, drawing and documentation replication
• Punctual and regular attendance
• Contribute towards company vision statement, mission statement, and corporate and departmental goals and objectives
• Abide by company policies
• Maintain confidentiality
• In order to achieve business objectives, work weeks in excess of 40 hours may be required
• Other duties as assigned

Secondary Job Responsibilities :

• Enter sales order data into JDE and provide sales quote assistance under the direction of Account Executives (AEs)
• Perform sales order freight / shipment management under direction of AEs; work with Wagstaff shipping department, freight forwarders and customers
• Assist AEs with fulfillment and delivery of documentation requirements as needed for sales orders
• Maintain and order supplies for Customer Service and Publications departments
• Creation and distribution of equipment component catalogs and document packages
• Monitor Publications dispatch list and assist Publications with various data input tasks in JDE; including SO plan item creation and BOM printing
• Provide file management assistance to Publications including printing drawings, storing drawing in electronic files, copy / scan documentation to .

PDF files and assist in upkeep of electronic filing system

• Maintain filing system for proposals, sales orders, OEM literature and technical documentation; file as needed and archive old documents at a minimum once per year
• Assist with data retrieval (archived files, drawings, bills of material)

Working Environment

While performing the duties of this job, work is performed primarily in a well-ventilated, climate-controlled, general office environment.

Close computer work is regularly required. The work usually involves minimal physical exertion. The noise level in the general office environment is usually moderate.

This job may require occasional interaction with employees on the manufacturing shop floor. While on the shop floor, the employee may be exposed to fumes, airborne particles, toxic or caustic chemicals, risks of moving equipment and parts, and other risks associated with a manufacturing environment.

Because of this environment and associated risks, coordination with shop floor managers / employees may be necessary before entering the shop floor, and use of job appropriate personal protective equipment and clothing is required on the shop floor.

The noise level on the shop floor is often loud.

Employment at Wagstaff is dependent on successfully passing a company-paid drug screening and background check upon hire.

Wagstaff, Inc. is an Equal Opportunity / Affirmative Action employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or any other characteristics protected by law.

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