Job Information
Aerotek Administrative Assistant in Billings, Montana
Job Title: Administrative Assistant
Job Description
As an Administrative Assistant, you will work directly with customers, haulers, and internal staff to ensure the smooth and timely delivery of products. You will work with new and established customers to answer questions, take product orders accurately, and set up delivery and transportation to customer locations. Your role involves maintaining clear written records of customer contacts and developing relationships with trucking companies and rail carriers to meet delivery needs efficiently. You will prepare and transmit accurate pickup/shipping orders to loading personnel and carriers, and update the real-time spreadsheet system as conditions change. Additionally, you will manage shipping invoices, track accounts receivable, assist in the office with general clerical duties, and communicate with sales and production staff to meet customer requirements.
Responsibilities
Work directly with customers, haulers, and internal staff to ensure the smooth and timely delivery of products.
Answer customer questions, take product orders accurately, and set up delivery and transportation to customer locations.
Develop relationships with trucking companies and rail carriers to meet delivery needs efficiently.
Prepare and transmit accurate pickup/shipping orders to loading personnel and carriers, and update the real-time spreadsheet system as conditions change.
Prepare and transmit bills of lading as necessary and on schedule.
Receive and track shipping invoices against orders, bills of lading, invoices, warehouse, and carrier charges/quotes.
Work courteously with staff and contractors to ensure smooth flow of complete documentation.
Collaborate with customer account payable personnel for prompt payments and ensure pricing accuracy.
Track accounts receivable to ensure timely customer payments.
Track production and inventory levels, working with production staff and carriers to manage production, inventory costs, and shipment scheduling efficiently.
Assist in the office by answering telephones, greeting and directing callers, visitors, and contractors, and performing general office and clerical duties including filing, archiving, and general correspondence.
Communicate with sales and production staff to maintain and increase sales, ensure customer requirements are met, and handle errors or delays promptly and courteously.
Research pricing on purchased goods and services and assist in vendor selection.
Maintain and update inventory records of products, raw materials, and other items as designated by management.
Work on other assignments for management as required, including research, report preparation, insurance claims, special accounting reports, and cost accounting.
Essential Skills
Proficiency in data entry, customer service, and Microsoft Office applications (Word, Excel, Outlook).
Strong administrative and clerical skills, including filing and general office tasks.
Excellent communication and interpersonal skills.
Ability to multitask and manage time effectively.
Detail-oriented with strong organizational skills.
Additional Skills & Qualifications
3 years of office administrative experience, including assisting the production/warehouse area.
Experience with Microsoft Word, Excel, and Outlook.
Why Work Here?
We offer a comprehensive benefits package including health, dental, and vision insurance, life insurance, 401K with company match, paid time off, and holiday pay. We also provide opportunities for internal advancement, fostering a supportive and growth-oriented work environment.
Work Environment
You will work in an office environment, handling various administrative tasks and collaborating with different departments to ensure smooth operations.
Job Type & Location
This is a Contract position based out of Billings, Montana.
Pay and Benefits
The pay range for this position is $20.00 - $25.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Billings,MT.
Application Deadline
This position is anticipated to close on Feb 18, 2025.
About Aerotek:
We know that finding work is hard, and finding meaningful work is harder. Aerotek connects 180,000+ light industrial and skilled trades workers with 14,000+ employers each year, helping our workers navigate an evolving labor market and find jobs that meets their goals, skills and interests. Since 1983, we have provided a variety of career opportunities across North American industry – from short-term assignments at Fortune 500 companies where you can build your skills, to long-term opportunities where you can play a vital role solving for companies’ construction, manufacturing and maintenance challenges. Our 1,500+ experienced recruiters across 250+ offices work relentlessly to put our workforce in a position to thrive. Let us rise to meet your challenges and put our people-are everything spirit to the test as your career continues to grow.
Aerotek offers weekly pay, employee benefits including medical, dental & vision, life insurance, health advocacy and employee assistance programs, a 401(k) plan, and employee discounts.
The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.