Office Administrator

Description

Intermountain Electronics (IE) delivers dependable and effective critical power and process infrastructure and mission critical systems to virtually every industrial sector in North America. We provide custom-engineered, packaged equipment to industrial markets. We specialize in designing, manufacturing, automating and testing power distribution equipment for OEM, mission critical, oil and gas and mining industries. Reporting directly to the General Manager we are currently seeking a Office Administrator for our day shift to be based at our Denver facility.

Why you will love working at IE

You will love the challenge, interesting and varied work, and endless opportunities, but most importantly you will love working with a team of fun loving, driven, and generous go getters that take deep personal pride in being part of a family that is building the infrastructure that powers the world.

To learn more about our company and our cutting-edge products, visit ie-corp.com.

Job Description

Job Title: Office Administrator

Benefits

• Competitive salary
• PTO (Paid Time Off)
• Paid Holidays (10)
• Medical and Dental Plans
• Teladoc 24/7/365 Access to U.S. Board Certified doctors
• Employee Assistance Program
• Company Paid Life Insurance
• Supplemental Vision, Life, STD & LTD Insurance
• 401K- Company match up to 6% of base salary.
• Health Savings Account (HSA) with available company match up to $2000 based on family size.
• Paid Parental Leave
  
  

Position Summary: Under general supervision, performs a wide variety of routine to moderately difficult clerical support functions, including receptionist, data entry and records management duties; and performs related duties as assigned.

Work Schedule: Monday- Thursday 8 am-4:30 pm and Friday 7 am-3:30 pm

Essential Functions - Other Duties May Be Assigned

• Answers, screens and refers telephone calls; takes telephone messages; assists customers; takes customer orders and enters information into Vantage computer system; responds to routine customer questions and complaints; mails requested materials and documents; assists in purchasing parts to fill customer orders.
• Speak with others using clear and professional language, and answer telephones using appropriate etiquette. Welcome and acknowledge all guests according to company standards.
• Operates a computer and performs data entry in accordance with standard procedures and computer system requirements; verifies the accuracy of input data; updates computer records; generates reports and documents.
• Maintains a variety of standard office and specialized records and files; prepares manual and computer logs and files; summarizes information and prepares routine reports.
• Opens, timestamps, logs and routes office mail; stuffs, sorts and prepares outgoing mail for pickup; retrieves, delivers and sends faxes.
• Files correspondence and records; types, formats, edits, revises, proofreads and prints notices, reports, correspondence, memoranda, transmittal sheets, routine contracts and other documents; composes routine correspondence.
• Copies, compiles and distributes documents and materials; pulls files upon request; makes new file folders; retrieves, duplicates and distributes copies of records; creates and maintains chronological files; maintains up-to-date file listings, indexes and cross-references.
• Maintains appropriate stock level of office supplies
• Operates standard office equipment. Maintain office inventories and supplies.
• Create Sales Orders as requested and in accordance with documented processes, including jobs and component orders. Monitor Buy to Order Dashboard, and other Sales Dashboards for arrival and shipping needs.
• Create Packing Lists on Sales Orders and Jobs that are ready to be shipped, and mark shipped when proof of delivery is obtained.
• Assist in the creation on compilation of Parts Books for jobs being manufactured on production floor.
• Assist in Job Closing Process, and follow processes outlined for SO Creator and Packing List Creator.
• Act as backup for Purchasing (generate suggestions, issue PO’s, follow-up on confirmations)
• Reconcile Company Credit Card monthly statement, documenting any applicable PO #’s, and or job numbers. Class transactions correctly.
• Assist HR with employee paperwork and correspondence such as new hire documents, trainings, etc. Printing, gathering, and sending paperwork as needed.
• Assist in Quality and Safety Programs.
  
  

Other Essential Duties

• Punctual. Maintains regular and consistent job attendance, comes to work on time
• Interfaces well with both internal and external customers
• Follows and complies with IE Core Values
• Follow and comply with IE safety program including following IE’s Cardinal Safety Rules.
• Must maintain a safe and clean work area at all times
  
  

JD Date of Release 5/26/2023 Rev 4

INTERMOUNTAIN ELECTRONICS, INC.

Requirements

Knowledge, Skills and Abilities:

• High School Diploma, GED or equivalent plus 6 months experience or an equivalent combination of education and experience.
• Must have a valid Driver License
• Ability to effectively communicate with customers via phone, email, mail or personally. Ability to read and understand invoices, purchase orders, policy and procedure manuals, on-line tax filing instructions.
• Ability to generate and write routine customer account reports and correspondence.
• Ability to use general math in calculating payments, interest, accounts reconciliation, outstanding balances, discounts and percentages.
• Must have exceptional interpersonal and customer relation skills, negotiation skills and ability to resolve customer billing questions/issues in a productive manner. Must be able to cultivate and maintain positive working relationships with customers at all levels both internally and externally.
• Ability to use good judgment and reasoning in resolving customer billing problems or issues. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• To perform this job successfully, an individual must be proficient in using Microsoft Office software including Word, Excel, Outlook, Epicor, Ten Key by touch.
• Must comply with and follow all IE standards, programs, policies, and procedures as they apply to this position, reports any unsafe condition immediately. Must operate and perform job duties in a safe manner. Must be able to operate/work safely around machinery/moving equipment.
• The work environment characteristics described here are representative of those an employee encounter while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Employees work under typical office conditions. The noise level in the work environment is usually quiet.
• Must be able to safely operate a motor vehicle in all types of weather conditions. Must be able to travel up to 10% of the time and maintain a valid driver’s license at all times.
  
  

Work Schedule: Must be able to work a 40-hour work week and additional time as required.

Disclaimer: An offer of employment with Intermountain Electronics is conditional upon the successful completion of a background check and drug screen, subject to applicable laws and regulations.

Intermountain Electronics, Inc. is an Equal Opportunity Employer