Front Office & Reception

• Serve as the primary point of contact for incoming calls, emails, and walk-in visitors; route inquiries promptly and professionally
• Greet and assist guests, vendors, and customers upon arrival; maintain a welcoming and organized front office environment
• Manage incoming and outgoing mail, packages, and courier shipments
• Manage IT support

Administrative Support

• Provide administrative support to management, engineering, sales, and operations teams as needed
• Prepare, proofread, and distribute correspondence, memos, reports, and presentations
• Schedule and coordinate meetings, conference calls, and appointments; manage shared calendars
• Maintain accurate and organized filing systems, both physical and digital
• Process and track expense reports, purchase orders, and invoices in coordination with accounting
• Assist with onboarding logistics for new employees including workspace setup, supply provisioning, and orientation scheduling

Office Operations & Facilities

• Monitor and replenish office supplies, breakroom inventory, and consumables; manage vendor relationships for supply procurement
• Coordinate routine facility maintenance requests and communicate with building management or service vendors
• Ensure common areas, conference rooms, and the reception area are clean, organized, and well-stocked
• Maintain and troubleshoot basic office equipment (printers, copiers, phones); escalate technical issues as needed
• Support health, safety, and compliance efforts by maintaining posted notices and required documentation

Customer & Vendor Coordination

• Assist the sales and customer service teams with order inquiries, status updates, and basic customer communications
• Coordinate with vendors and suppliers on deliveries, scheduling, and account information
• Maintain accurate contact databases and records for customers, vendors, and business partners
• Support preparation of customer-facing documents including quotes, packing lists, and shipping documentation

Data Entry & Reporting

• Enter and maintain data in ERP, CRM, or other business systems with accuracy and timeliness
• Generate routine reports for operations, sales, and management as directed
• Assist with month-end administrative tasks, filing, and records retention per company policy
• Support special projects and process improvement initiatives as assigned by management

Required

• High school diploma or GED required; Associate’s degree or higher in Business Administration or related field preferred
• 2+ years of experience in an office coordinator, administrative assistant, or receptionist role
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams); ability to learn new software quickly
• Comfortable with reading and understanding instructions to support IT needs.
• Excellent written and verbal communication skills with a professional, courteous demeanor
• Strong organizational skills and ability to manage multiple priorities simultaneously
• Reliable, punctual, and self-motivated with a proactive approach to problem-solving
• Ability to maintain confidentiality and handle sensitive information with discretion

Preferred

• Experience working in a manufacturing, industrial, or construction environment
• Familiarity with ERP or order management systems (SAP, Epicor, or similar)
• Experience processing purchase orders, invoices, or basic accounts payable/receivable tasks
• Bilingual skills (English/Spanish) a plus
• Experience supporting multiple departments or managers simultaneously

• Competitive hourly wage commensurate with experience
• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Stable, team-oriented workplace with a strong culture of respect and collaboration
• Opportunities for growth within Avalon International Aluminum