Apply now »

Position: Operations Administrative Assistant

Location: Louisville, KY – USA

About the Job

Are you are organized, detail oriented and adaptable to changing business needs? This is an exciting opportunity to join the expansion of the Kinectrics Arcwear Division facility in Louisville, KY. You will be supporting the department staff with a variety of administrative responsibilies and support.

About the Benefits: 

  • Competitive pay up to $20-25/hr. based on qualifications.

  • Generous Paid Time Off (PTO) starting at 17 days annually, along with 7 Paid Holidays each year

  • Health Insurance

  • Flexible Spending Account Options

  • Dental Insurance

  • Vision Insurance

  • Company Paid Life Insurance 

  • Company paid short term & long term disability coverage.

  • Employee Assistance Program

  • 401K with 5% employer match.

Responsibilities:

  • Provide support for project administration and documentation.  Manage project administration with project leaders and department managers.
  • Provide support to the Business Analyst by assisting project leaders with planning projects, setting up sales orders, data entry, test plan implementation, billing plans, and invoicing. 
  • Prepare spreadsheets, graphs, charts, presentations, processing correspondence and other written material and for composing and/or processing of correspondence and documentation of testing.
  • Use of electronic calendar, mail processing, travel, conference and meeting arrangements, processing expense reports, cheque requisitions and invoices, minute taking, use of time management principles, preparation of presentation material, information management, maintenance of a follow up system and handling of information and documents which may include commercially sensitive data.
  • Provide clerical/administrative support to group, including paper and electronic filing of information including expense reports, document filing/records management, typing correspondence, client supplier portals, distribution of mail, preparation of shipping documentation, forms, memoranda, reports, minutes, and other data from dictation, handwritten notes, or own notes, etc. 
  • Provide support with Client Care, coordinating and scheduling Contractor work. Help organizing interdepartmental activities (safety meetings, QA alignments, HU reports, lab scheduling calendars, etc.).
  • Plan and schedule office events, including meetings, conferences, interviews, orientations, and training sessions. Organize travel arrangements as needed.
  • Assign, check, and provide advice and guidance to staff assigned or delegated to assist in the work activities.
  • Monitor inventory of office supplies and the purchasing of new material with attention to budget. Ensure office is stocked with necessary supplies and equipment which is operational and properly maintained.
  • Maintain various manuals, vacation records, and official records for the department.
  • Ensure correctness and sign correspondence as directed by Service Line Manager. 
  • Other duties as assigned.

Qualifications/Requirements:

  • 3+ years of prior administrative assistance experience is required.
  • Requires a comprehensive knowledge of office administrative processes, practices, procedures, and priority setting.
  • Requires strong computer skills in software packages such as Microsoft Word, Excel (including creation and use of macros), PowerPoint, SAP, QuickBooks, etc.
  • Demonstrated strong time management skills and ability to achieve results under multiple conflicting priorities, time pressures, and tight deadlines.
  • Attention to detail/accuracy/thoroughness.
  • Flexible to adapt to changing requirements.
  • Ability to work in a confidential capacity and understand the sensitivity of a variety of business documentation.
  • Ability to read and understand a basic business financial statement is an asset.
  • Effective interpersonal skills
  • Requires proficiency in English grammar and sentence structure to prepare concise and effective correspondence, reports, etc.
  • Requires proficiency in keyboard operations, storage, and retrieval systems.
  • Demonstrated ability to conduct tactful and direct communications with internal and external contacts.
  • Sensitivity to individual’s needs/client service oriented
  • Ability to work independently and in a team environment.
  • Ability to anticipate supervisor’s needs with minimal direction.
  • Ability to make individual decisions/work independently/exercise initiative.
  • High School Diploma required.  Some college preferred.

Kinectrics AES is an equal opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against based on their race, gender, sexual orientation, gender identity, religion, national origin, age, disability, veteran status, or other protected classification.

Apply now »