This job was last updated on May 27, 2025 4:16 PM.

PURPOSE

The purpose of this Job Description is to establish and define the authority, accountability, reporting relationships, responsibilities, duties, and measures of performance of the Office Assistant.

The Office Assistant must be able to work within all facets to include all levels of management and other members of the production process in a positive, professional manner.

BASIC FUNCTION

The basic function of the Office Assistant of Precision Grinding Inc. will be to answer incoming telephone calls graciously and professionally.

Strict attention must be made to courteously and respectfully answering incoming calls with attention to well-mannered skills in transferring calls.

Support office staff with various tasks and assignments.

** Job Requirements**

To perform this job successfully, an individual must be able to complete all areas outlined for this position in a satisfactory manner. The requirements listed below are representative of the knowledge, skills, and/or abilities necessary to meet the minimum job requirements of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

EDUCATION

• Required: High school diploma or equivalent
• Preferred: Bachelor’s Degree:
  • Business Management
  • Business Administration

LICENSING/REGISTRATION/CERTIFICATION

• Required: Valid State of Alabama Driver’s License

EXPERIENCE

• Required: Two or more years experience as Receptionist or Office Assistant of an equivalent related operation with a minimum of $9 million in annual sales
• Preferred: Three or more years experience as Office Manager of an equivalent related operation with a minimum of $15 million in annual sales.

UNIFORMS

The appropriate dress for the position is business casual.

• Male: Collared Shirt/PGI Polo Style Shirt Preferred, Appropriate Work Shoes
• Female: Slacks/Dockers, Dress/Skirt, Collared Shirt/PGI Polo Style Shirt Preferred, Appropriate Work Shoes

Skills, Knowledge, and Abilities

• High function of organizational and people skills required
• Must be neat, polished, comfortable dealing with all levels of management
• Demonstrate strong written and oral communications skills
• Verifiable computer skills required
  • Microsoft Excel, Word, PowerPoint
• Capability to work within a deadline and under moderate pressure and the aptitude to multitask
• Ability to schedule and plan task completions on time
• Must be neat, polished, comfortable dealing with all levels of management
• Able to know what is going on as it relates to payables, receivables and shipping information
• Provide consistent feedback and financial reports related to A/P, A/R and shipping to Precision Grinding Inc. management
• Must be willing and capable of responding to emergencies promptly and able to organize and lead corrective action steps
• Takes the leading role in ensuring the Precision Grinding Inc. A/P, A/R and shipping system is in an acceptable state of reliability and continually makes assessments and recommendations on the current state of reliability
• Must be accessible during holidays, weekends, and vacations

BODY POSITIONS: While performing the duties of this job, the employee is regularly required to work in an office environment where walking, sitting, standing, kneeling and bending for varied periods might be required.

BODY MOVEMENTS: The employee must have a full range of body movements including use of hands and fingers to handle, or feel objects, from telephones, computer keyboards, copy machines, and other equipment typically found in an office environment. Bending, reaching, and crouching might be normal functions of this position.

STRENGTH: Must have the ability to lift 50 Pounds with regularity.

Working Conditions

This position will be working primarily indoors which requires the employee to be moving through an office environment on a regular basis. Some outdoor exposure will be encountered.

From this movement, the employee will encounter varying temperatures including sun, wind, & humidity.

Normal auto travel might apply on occasion.

Travel and working conditions will be in all types of weather including heavy rain and below freezing temperatures with snow conditions possible.

The noise level in the work environment is usually moderate, but will be higher in other areas or when in the production facility.

Authority

The Office Assistant is selected and appointed by the Human Resources Manager and has been delegated the authority required to successfully accomplish all of the duties and responsibilities of this position.

Duties and Responsibilities/Measures of Performance

• Answer incoming telephone calls within three rings
• Transfer calls to proper Precision Grinding Inc. employee
• Take messages for specific Precision Grinding Inc. employees when necessary
• Greet visitors and advise appropriate PGI employee
• Administer pre-employment math test and application to prospective employees
• Pass along completed test and application to appropriate manager
• Mail customer invoices daily, support A/R collection processes
• File completed orders & maintain files
• Ensure copy/fax machine has sufficient paper
• Place monthly office supply order
• Process customer credit applications for approval
• Maintain current vendor certificates of insurance
• Keep sufficient funds in postage meter
• Contact service technician when copier & fax machine need service
• Manage accounts payable, accounts receivable and shipping functions
• Enter invoices into E2 to pay
  • Freight bills, building maintenance, pest control, etc
• Pull P.O., match with invoice and packing or receiving documents
• Help customers resolve and reconcile differences, conflicts, or misunderstandings regarding A/R invoicing
• Verify correct amount on invoices
• Perform A/R research as needed in order to adequately explain, settle or defend disputes in billing
• Process customer payments
• Enter BOL # on shipments picked up
• Prepare shipping documents; Packing list and Bills of Lading
• Schedule truck lines to pick up orders
• Maintain customer packing lists until orders are picked up
• Call customer to make them aware that their order is ready
  • Let them know whether or not they need to bring payment with them in order to pick up
• Schedule Precision Grinding Inc.’s truck to deliver to nearby customers
• Invoice customers for work performed
• After orders are invoiced, put together in proper order for filing
• Process credit card payments
• Apply customer payments to invoices and make daily bank deposits via electronic/remote check processing device
• Customer Service: check order status, payment status, shipping status
• Maintain documentation of A/P, A/R, shipping policies, systems and procedures
• Maintain customer file; file completed customer orders
• Maintain closed customer files, accounts paid files, packing lists and closed P.O.s
• Develop and improve A/P, A/R, shipping practices and internal control processes
• Ensure that A/P, A/R activities and functions are met within set time frames
• Analyze the cost of In-transit Outbound/Inbound freight
• Maintain relationship with freight representatives
  • Contact them in regards to questions or lost shipments
  • Negotiate freight discount rates
• Move files at the end of the year, sort for shredding
• Ensure sewer systems reading is submitted for credit (2x/yr)
• Keep break room stocked (coffee, sugar, creamer, cups, stirrers, paper towels)
• Support Sales Manager and Marketing Manager with ad hoc tasks such as database maintenance, free form processing etc.
• Perform Ad Hoc duties as required by management

TEMP TO PERM - M-F, 9:00-2:00

Job Type: Part-time

Pay: $16.00 - $17.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Relocation assistance
• Vision insurance

Schedule:

• Day shift

Ability to Commute:

• Birmingham, AL 35211 (Required)

Work Location: In person