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MEI Industrial Solutions · 1 day ago

Operations Administrative Assistant

Chantilly, VA

Full-time

Onsite

Entry Level

2+ years exp

MEI Industrial Solutions is seeking an Operations Administrative Assistant to support various warehouse and operational tasks. The role involves assisting with job-related quotes, managing collections, and ensuring effective communication with customers and vendors.

AutomotiveManufacturingTransportation

Responsibilities

Assist or complete job-related quotes requiring immediate attention while salespeople are in the field or otherwise unavailable

Perform collection duties and document all collection related communication

Obtain purchase orders and ensure vendor receipt of same, and other necessary closing transactions

Generate daily paperwork, such as work orders, purchase orders, etc., and ensure that all pertinent information is noted, and all necessary documents are attached

Communicating with customers as requested regarding change orders, storage confirmations, new customer information packets, etc

Coordinate sales order requirements (equipment, customer, labor) and communications with dispatch for digital job board

Coordinate with site safety professionals to organize and manage safety certification training & compliance

Administers the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting admin. for customer invoicing

Create, update, and maintain documents and spreadsheets related to customers, project costs and special projects

Interact with customers, drivers, vendors, auditors, and visitors in a manner that is consistent with MEI’s values

Research and collaborate with regional operations team to build awareness and understanding of customer needs and expectations to aid in delivering the highest level of quality service

Utilize customer service approach to communicate and follow up with customers regarding final confirmation or coordination of job site work by making pre-calls the prior day to being onsite as well as job completion courtesy calls

Provide backup for incoming phone calls or assisting walk-in customers as needed

Capture job utilization information from dispatch and operations team in sale scheduling software; assist in scheduling equipment and labor; enter/reconcile hours (including overtime) to time and attendance systems (ADP) hours daily

Warehouse data entry of incoming/outgoing truckloads for storage into company data portal and Excel. Maintenance of storage logs and filing. Compile & organize crating and warehouse handling packets, daily workorder time slips, and Bill of Lading (BOL’s) for Sales Admin team to invoice customers. Assist with monthly storage and inventory reporting

Identify work order discrepancies and communicate with appropriate stakeholders for resolution

Facilitate master tracking of open jobs and customer information to be used for forecasting and communications

Coordinate and track the vetting and badging of employees for site access per customer and job requirements

Utilize analytical skills to track procurement and distribute information for operational needs

Perform all other duties as necessary and assigned

Qualification

Microsoft Office SuiteCustomer serviceHazMat regulation knowledgeTSA certificationProblem solvingOrganizational skillsInterpersonal skillsTime managementWritten communicationOral communication

Required

HS Diploma or GED equivalent necessary; higher education (associate degree) strongly preferred

Two (2) years of experience in fast paced construction industry environment preferred

A minimum of 2 years' experience working in Microsoft Office Suite to include Word, Excel, Outlook and PowerPoint

Excellent written and oral communication skills; strong interpersonal skills and ability to build positive relations with internal and external stakeholders, and all levels of staff

Excellent organizational skills, is detail oriented, and has superior time management skills; able to work independently or with minimal supervision

Effectively able to maintain discretion and confidentiality of employee and customer information as appropriate

Ability to multi-task and process multiple activities successfully

Demonstrated ability to work under deadlines and time frames effectively with a customer service demeanor

TSA certification or ability to pass TSA Background check required

Problem Solving aptitude required

Valid driver's license or the ability to attain