Administrative Assistant – Seattle

Mackay Communications, Inc., aka Mackay Marine, is a USA headquartered, global marine electronics service company with more than 450 employees and 45 service depots in seventeen (17) countries, including the Americas, Europe, Africa, and Asia.  Mackay attributes its industry leading position by employing and hiring people who are the best at what they do, and by paying competitive salaries and benefits, such as health/dental/vision/life insurance, paid time off, 401K with match, and a company paid pension plan.

Mackay is currently seeking an experienced Administrative Assistant with the skills and qualifications outlined below to work onsite in our Seattle, WA depot. (TJD)

Administrative Assistant Job Summary

The Administrative Assistant is responsible for providing clerical support to a small depot. Daily responsibilities include greeting visitors, answering the phone and emails, distributing/sending mail and/or parcels, data entry, invoicing, maintaining files and creating/updating computer generated records/documents. Depending on location, may also be responsible for or assisting with checking stock, ordering inventory, pricing work orders, maintaining stockroom records, and shipping and receiving.

All Human Resources, Payroll, Recruiting, Benefits, and Policy questions and responsibilities are handled by HR-Corporate only.

Responsibilities include but are not limited to:

• Always follows Mackay policies and procedures.
• Acts as a receptionist by greeting guests and maintaining reception area.
• Answers telephone calls, emails, customer requests, and stock queries.
• Responds to inquiries from Corporate Departments (HR, Payroll, Accounting, Marketing, IT, IS) and its executives.
• Coordinates travel arrangements and any related documents for technicians.
• Maintains and updates files, internal records, spreadsheets, reports, and correspondence.
• Data entry into Solomon database, processes sales inquiry logs and work orders.
• Coordinate distribution of incoming/outgoing mail, handle shipping requirements of the depot.
• Process weekly billing invoices and remit to customer per their instructions.
• Process expense reports, maintain internal logs for paid time off (vacation/sick), and daily time reports for service engineers.
• Prepare biweekly timesheet for supervisors’ approval review and submit to Payroll department by the established deadline.
• Receive and fill orders; issue equipment, parts and/or supplies.
• Assigns service kits to technicians, verifies inventory used and returned, and maintains all related records.
• Checks stock on hand, assists with inventory transfers.
• Contacts OEM and distributors via telephone, fax and/or e-mail to obtain availability and prices of needed equipment parts, or materials.
• Verifies goods received against purchase orders and/or requisitions to ensure completeness.
• Other duties as assigned.

Administrative Assistant Qualifications:

• Bachelor’s degree preferred, High School completion at minimum.
• 3+ Years experience in providing clerical support.
• 1+ Years of Inventory experience preferred.
• Adept at multi-tasking and works well under pressure.
• Computer proficiency in Microsoft Office including Excel and Word.
• Professional appearance, punctual, and maintains confidentiality.
• Excellent phone etiquette, verbal, and written skills
• Exceptional organizational skills and commitment to meeting deadlines.
• Valid driver’s license and reliable transportation required.

Mackay is an equal employment opportunity employer, a veteran’s friendly organization, and all individuals with the required experience and qualifications are encouraged to apply.

Candidates must be legally authorized to work in the U.S. and pass a thorough background check.

No drop in – No recruiters – No phone calls!