Operations Administrative Assistant

Regular Position

Vertical Dimensions

If you are a forward-thinker interested in fostering a dynamic and supportive environment, then keep reading! We are searching for a result-oriented Operations Administrative Assistant to join the Vertical Dimensions Manufacturing team at Vantage Elevation.

About Us

Vantage Elevation, LLC is North America’s leading independent manufacturer of elevator components and systems. Vantage is comprised of eight business units including GAL Manufacturing; GAL Canada; Hollister-Whitney; Elevator Controls; Courion; Bore-Max; Thames Valley Controls and Vertical Dimensions. Through its brands, Vantage supplies almost all electro-mechanical devices used in contemporary elevators. The Vantage Group employs over 900 staff in multiple locations across the United States, Canada, and United Kingdom.

The Operations Administrative Assistant will support Finance/Accounting, HR, and general office duties. This position will report to the Operations Manager. The candidate must be extremely self-motivated, meticulous and be able to work well independently and with the team.

Requirements

We are searching for a candidate with:

- Associate’s degree in Finance, Human Resources, Operations, or equivalent experience.

- 2 years of HR/Payroll/Benefits/Office Administration Experience

- 2 years of Operational Accounting experience. (manufacturing preferred)

- Direct knowledge of Invoicing/Billing, A/P, A/R, Payroll, and Financial Statements

- Proficiency in MS Office Suite (i.e., Word, Excel, PowerPoint, and Outlook).

- Advanced spreadsheet and analytical skills preferred.

- Experience with general accounting systems i.e. Quick books, Visual 9, SAP.

- Exceptional work ethic, time management, and organization skills.

- High attention to detail and accuracy.

- Excellent verbal and written communication skills.

- Ability to work effectively in a team environment.

- Self-motivated and able to work independently with minimal supervision when required.

- Ability to multi-task in a challenging environment.

Duties and Responsibilities

A typical day may include:

- Provide a professional first point of contact for guests and staff.

- Manage incoming calls, emails, and inquiries, ensuring timely routing and follow-up.

- Support day-to-day office administrative functions (scheduling, supply ordering, mail distribution, etc.).

- Prepare, update, and distribute internal communications and customer correspondence.

- Track order or project statuses and communicate updates to internal teams and external customers.

- Process administrative request forms such as change orders, updates, and document revisions.

- Provide general administrative support to management and teams as needed.

- Provide daily finance/accounting support related to account reconciliation, and additional ad hoc accounting duties.

- Support the preparation Sales/Use taxes, forms and reports, lien law and lien releases, MBA/SBA reporting requirements.

- Assist with job bookings.

- Internal sales (quoted, booking, shipment) reports, commission reports/checks, and analysis.

- Maintain and update various Excel workbooks for use tax, fixed assets and sales analysis, etc.

- Complete all prevailing Wage Reporting to appropriate government agencies and customers.

- All Union reporting requirements – Payroll, benefits, retirement programs, etc.

- Preparing Payroll for Paycom

- Freight Reconciliation/Validation

- Providing Weekly Operations reports for site

- Provide Certificate of Insurance to Customers

- Permitting submittals and follow ups

- Office admin tasks and requests

- Final receipt incoming PO’s submission into system for payment

- Support HR, Benefit, and employee issues

- Support and help lead employee engagement initiatives

- V9/Tacton Integration

- Operations documentation updates

- Support Inventory, Planning and Purchasing systems as required

- Other job-related duties as assigned

Benefits of Working With Us

- Salary Range: $25.00 - $31.00 (actual compensation will be determined based on experience, location, and in keeping with local legislation).

- Medical/Dental/Vision/Life Insurance

- HSA

- 401(K)/ Company Match/ Non-Elective

- Generous Paid Time Off (PTO)

- Tuition Reimbursement

- Employee Assistance Program (EAP)

- … and more!

Position Details

- Day shifts, generally 7:00 AM – 3:30 PM

- Based in Tukwila, Washington

- Vantage Elevation, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Like What You Read?

If you are excited by the prospect of working at the forefront of engineering technology with a world-class employer that values your ambition, problem-solving abilities, and employee-oriented mindset then we invite you to apply.

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