Administrative Assistant
About us: Sciaky Inc.
Established in 1939, Sciaky, Inc. is the most trusted provider of advanced welding systems and job shop welding services in the fabrication market. Our wide selection of electron beam welders, electron beam additive manufacturing (EBAM®) solutions and advanced arc welders makes us the most versatile welding solutions supplier on the planet.
Sciaky is at the forefront of electron beam welding technology and pioneers of metal additive manufacturing (AM) processes, also referred to as 3D printing. We are dedicated to world-class engineering, as well as extensive research and development. When customers talk to Sciaky about their 3D printing or welding requirements, they’re dealing with the best in the business. Our welding systems and EBAM industrial 3D printing machines are distributed internationally and found in manufacturing plants and advanced research centers around the world.
Located in Chicago, Illinois, Sciaky's world headquarters occupies more than 140,000 square feet of clean and modern facilities. All welding services, design, manufacturing, hardware and software development, testing, as well as research and development is conducted here.
Work Environment
Responsibilities associated with this position are typically performed in an office setting or designated administrative area. Movement through industrial or manufacturing areas may be required.Summary of Responsibilities
The Administrative Assistant provides efficient procedural and clerical support to the management team while providing an effective communication link between staff, customers and visitors. The employee also provides human resource, financial department and administrative support for special assignments. This job description indicates the general nature and level of the work that is expected. It is not designed to contain a comprehensive or all-inclusive listing of activities, duties or responsibilities. Other duties may be required.
Primary Responsibilities
- Operate main telephone to answer, screen and forward calls, providing information, taking messages and scheduling appointments
- Work cooperatively with all Sciaky personnel supporting HR administration activities, including answering benefits questions, assisting with payroll, escalating matters when necessary, arranging pre-employment screenings, processing and filing HR paperwork
- Receive vendor invoices and enter them into company ERP system and interact with vendors regarding invoicing issues
- Formulate equipment proposals for the Application Engineering and Sales Groups
- Maintain records such as quotes, machine record files and costing detail
- Enter data and track customer information within database
- Assist individual departments with special projects as necessary or when appropriate
- Utilize telephone, fax and email services to prepare, answer, relay or direct necessary information to appropriate personnel, business contacts and customers
- Use scanning and copying equipment to reproduce documents, manuals, and presentations and distribute appropriately
- Arrange onsite luncheons with visitors and Sciaky personnel when
- Assist in processing and record-keeping of HR paperwork in compliance with the company policies and regulatory requirements
- Perform reference verifications and pre-employment verifications for potential new employees
- Assist in employee onboarding and offboarding
- Assist in processing employee status changes, including promotions, role transitions and safety adjustments
- Maintain employee files
- Assist in annual open enrollment and benefit processing
- Assist employees with basic questions for HR & Benefits and escalate when necessary
- Interact with vendors when necessary
- Assist AP in preparing and mailing out payments
- Maintain good housekeeping for office/lobby area
- Assisting in the planning, organizing and execution of company events
- Coordinating logistics such as venue setup, catering, materials and scheduling
- High school diploma
- Proficient use of computer based data entry systems such as ADP Workforce Now, Epicor or equivalent ERP.
- Proficient use of computer based graphics editing software such as, Adobe and/or Paint Shop Pro or equivalent for drawing, illustrations, photo touch-up and editing
- Good technical writing skills and proficient use of the English language including its structure, concept, composition and technical grammar
- Good Oral and written communication
- Capable of handling several issues at the same time, under the pressure of deadlines (multi-tasking)
- Ability to maintain a professional attitude and uphold professional standards in a high pressure work environment
- Proficient use of MS Office, including MS-Word, Excel and PowerPoint
- Proficient design and use of MS Access
- 3+ years of experience in similar position in a similar organization or industry