Company: Conveyor Application Systems
Location: Eugene, OR
Job Type: Administrative Assistant
Department: Admin and Inventory
ABOUT US
Conveyor Application Systems is a leader in the development of innovative high-speed conveyor solutions that enhance the efficiency and productivity of material handling operations. Our cutting-edge technologies serve various industries, including construction, agriculture, and mining. We are seeking a motivated Administrative Assistant to join our dynamic team and gain hands-on experience in a fast-paced, collaborative environment.
POSITION SUMMARY
We are seeking a detail-oriented Administrative Assistant to provide administrative support by processing and entering vendor invoices, customer sales orders, and project timesheets. Other duties include answering and transferring phone calls, assisting customers and vendors with accounting inquiries, drafting journal entries, managing project files, and managing customer sales tax exemption certificates. The ideal candidate thrives in a fast-paced environment, is highly organized, and enjoys streamlining processes and systems. The Administrative Assistant plays an integral role in helping CAS achieve excellence.
RESPONSIBILITIES
Administrative Support
- Coordinate with Rexius A/P Specialist to create/set up projects (“TP”, “AP”, “EB”, “FB”, “SV” or “IN”) in the ERP system for all equipment builds and service projects as requested by Managers.
- Answer CAS main phone line and transfer calls. Answer questions related to Accounts Payable and Receivable.
- Maintain neat, accurate, and organized project management and accounting folders. File paperwork as needed.
Accounts Payable/Receivable
- Collect and organize packing slips/purchase orders, invoices, and statements from vendors. Check for accuracy.
- Receive purchase orders in SL, connect to invoice and code.
- File printed invoices in accounting and project management folders.
- Collect and organize parts sales paperwork from the previous day. Ensure accuracy, process orders, and send invoices to customers. File paperwork when finished.
- Input invoices into the ERP system for payment on the 10th of each month. Coordinate all invoices with supervisor for verification and payment.
- Coordinate with Rexius AP Specialist to reconcile vendor statements to paid invoices, contact vendors for missing invoices, and resolve discrepancies. Maintain vendor files and assist in preparing 1099s annually.
- Within Accounts Receivable, determine/assist with billing customers appropriate tax. Maintain organized sales tax-related documents.
- Review Vendor Trial Balance (Accounts Payable) monthly.
Project and Time Sheet Management
- Verify all information, enter shop labor time in SL to appropriate projects daily.
- Enter project inventory control sheets in SL. Check for duplicates or mistakes.
Other Duties
- Print and compile equipment manuals as needed based on upcoming project completion.
- Register off-road equipment engine warranties.
QUALIFICATIONS
Education & Experience
- High school diploma or equivalent required; Associate’s degree in business, accounting, or a related field preferred.
- 2+ years of administrative, bookkeeping, or accounting experience (accounts payable/receivable experience strongly preferred).
- Experience with ERP or accounting software (Microsoft Dynamics SL or similar) is a plus.
- Prior experience in a project-based or service-oriented business environment preferred.
Skills
- Proficient in Microsoft Office Suite, especially Excel, Word, and Outlook.
- Strong organizational skills with the ability to manage multiple priorities and deadlines.
- Accurate data entry skills and attention to detail.
- Ability to reconcile accounts, verify documentation, and identify discrepancies.
- Strong verbal and written communication skills for interacting with vendors, customers, and internal teams.
Attributes
- Detail-oriented with a commitment to accuracy and completeness.
- Reliable, dependable, and able to maintain confidentiality of sensitive information.
- Comfortable working independently while also supporting a collaborative team environment.
- Problem-solving mindset with the ability to adapt to changing priorities.
Application Process
Interested candidates are encouraged to submit their resume and cover letter to lukem@slingers.com. Please include “Administrative Assistant Application – [Your Name]” in the subject line, or apply online at slingers.com.