Administrative Assistant

The Administrative Assistant for Duncan Co. will play a pivotal role in supporting the Project Manager and Purchasing departments. This position is essential for organizing data, facilitating communication with vendors and internal staff, assisting with various projects, and performing all tasks using computer-based systems. The ideal candidate will possess the ability to streamline data processes and ensure information is easily accessible to all relevant staff members. Key Responsibilities: Data Management and Organization: Collect, organize, and maintain project and purchasing data. Create and manage databases and spreadsheets to track project progress and purchasing details. Ensure all data is accurately entered, up-to-date, and accessible to relevant team members. Vendor Correspondence: Communicate with vendors to obtain pricing, new items. Maintain a professional relationship with vendors, ensuring clear and consistent communication. Track and document vendor interactions, agreements, and performance. Internal Communication: Act as a liaison between the Project Management and Purchasing departments and other internal teams. Facilitate the flow of information and ensure all relevant staff are informed of project updates and purchasing activities. Schedule and coordinate meetings, prepare necessary documentation and materials. Project Assistance: Assist the Project Manager with planning, coordinating, and executing projects. Monitor project timelines and deliverables, ensuring deadlines are met. Provide administrative support for project-related tasks, including documentation and reporting. Process Improvement: Identify opportunities to streamline data processes and improve efficiency. Implement and maintain systems that enhance data accessibility and usability for the team. Collaborate with team members to develop best practices for data management. General Administrative Support: Perform routine administrative tasks such as filing, photocopying, and handling correspondence. Prepare reports, presentations, and other documents as needed. Assist with any additional tasks as required by the Project Manager and Purchasing departments. Qualifications: Education: High school diploma or equivalent required; associate's or bachelor's degree in business administration, information management, or a related field preferred. Experience: Proven experience as an administrative assistant, preferably within a technical or distribution environment. Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with database management systems; familiarity with project management software is a plus. Communication Skills: Excellent written and verbal communication skills; ability to interact professionally with vendors and internal staff. Organizational Skills: Strong organizational skills with attention to detail and accuracy; ability to manage multiple tasks and prioritize effectively. Problem-Solving: Analytical mindset with the ability to identify issues and propose solutions. Team Player: Ability to work collaboratively within a team and support various departments. Work Environment: This position is office-based with regular use of a computer and other standard office equipment.