ADMINISTRATIVE ASSISTANT

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Company: Conveyor Application Systems
Location: Eugene, OR
Status: Non-Exempt
Reports To: Administrative and Inventory Manager

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.

Essential Duties:

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 the 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 while checking for accuracy.
  • Receive purchase orders in SL, connect to the 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 the 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 the 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 the appropriate projects daily. 
  • Enter project inventory control sheets in SL while checking for duplicates or mistakes.

Other Duties

  • Print and compile equipment manuals as needed based on the upcoming project completion.
  • Register off-road equipment engine warranties.

Knowledge, Skills, Abilities:

  • Knowledge of OR-OSHA regulations and changes.
  • Knowledge of English composition, grammar, spelling, and punctuation.
  • Skilled in the use of standard office equipment, including telephones, calculators, copiers, fax, computers, and relevant computer software, such as but not limited to MS Excel, Word, Customer Management Software, etc.
  • Ability to engender trust from the owners, managers, team members, and customers.
  • Ability to work cooperatively with management, team members, and customers.
  • Ability to prioritize, organize, and complete tasks in a timely and independent manner.
  • Ability to accept constructive feedback.
  • Ability to understand and follow written and verbal instructions.
  • Ability to collect data, establish facts, draw valid conclusions, and maintain confidentiality.
  • Ability to communicate and express thoughts and ideas competently.
  • Ability to quickly grasp relevant concepts regarding duties and responsibilities.
  • Ability to embrace and meet our Standards of Excellence – REI 
    •  Reliability
      1. Doing what we are expected to do
      2. Being honest and accountable for our actions
      3. Being on time and on task
      4. Always doing what we say we will
    • Effort
      1. Working hard and consistently
      2. Committed to doing our jobs extremely well
      3. Making great products
      4. Providing great service
    • Integrity
      1. Honesty and Transparency
      2. Communicating professionally and respectfully
      3. Acting in the best interest of others
      4. Choosing the right thing over the easy thing

QUALIFICATIONS

Education & Experience:

  • High School Diploma or equivalent.
  • Minimum of 1 year relevant experience in an administrative profession.

Special Requirements, Certifications, Licenses:

  • Valid Oregon Driver’s License.

Physical & Environmental Requirements:

  • May be required to lift up to 35 lbs.
  • Hand-eye coordination and hand, arm, and finger mobility for detailed work with objects.
  • Active movement throughout the day: sitting, walking, standing, squatting, bending, stooping, reaching, etc. (not a sedentary position).
  • Vision: close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  • Hearing: able to satisfactorily communicate with customers, owners, and other staff members to ensure that verbal communication is clearly understood, particularly during emergencies.
  • Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or operate equipment.
  • Exposure to moderate noise levels.
  • Exposure to hectic, fast-paced, high-anxiety environments.

Additional or different duties may be assigned occasionally at the employer’s discretion.

Application Process

Interested candidates apply through the “Apply Now” link below, or on the Careers Page.

Apply Now