Administrative Assistant

The Administrative Assistant at Textum OPCO, LLC plays a crucial role in supporting various functions including customer service, purchasing, and finance. Key responsibilities include maintaining up-to-date customer and vendor records, processing customer orders, assisting with month-end closing and reconciliations, preparing and sending invoices, and responding to customer inquiries. Additionally, the assistant manages accounts receivable and payable, ensuring accurate and timely entry of transactions in the ERP system.

To qualify for the Administrative Assistant position at Textum OPCO, LLC, candidates should have a high school diploma and a minimum of 3-5 years of experience in an administrative support role. Experience in accounts payable and receivable, purchasing, and general administrative functions is preferred. Familiarity with an ERP system is a plus, along with strong communication skills and the ability to work efficiently in a fast-paced environment.

At Textum OPCO, LLC, the Administrative Assistant supports customer service by maintaining accurate customer records, entering orders into the ERP system, and preparing invoices for timely delivery. They are also responsible for communicating with customers to address inquiries and resolve any billing issues, which ensures smooth interactions and enhances customer satisfaction.

Important office skills for the Administrative Assistant at Textum OPCO, LLC include proficiency in Microsoft Office applications, strong organizational abilities, and basic math skills. The assistant should also be adept at problem-solving using existing procedures, managing office supply inventory, and supporting tasks related to shipment processes like UPS or FedEx. These skills are vital for maintaining an efficient workflow.

Yes, Textum OPCO, LLC offers training and development opportunities for the Administrative Assistant position. This is part of our commitment to support the growth of our employees and ensure they are equipped to perform their duties effectively. New hires will receive guidance on navigating our systems and processes.

In answering this question, detail specific tools or systems you've used to maintain customer records. Highlight your organizational skills and mention how you ensure records are updated in a timely manner, as this reflects your attention to detail and commitment to customer service.

Establishing an effective task management system, like using a priority matrix or to-do lists, can help in describing your approach to prioritizing tasks. Mention how you evaluate urgency and importance of tasks, ensuring that customer orders and invoicing are handled promptly.

When discussing your experience with ERP systems, highlight your familiarity with relevant software. Explain how you used it for entering orders, tracking inventory, or managing vendor records, and underscore your ability to learn new systems quickly.

Provide a specific situation where you calmly addressed a customer's billing concern. Describe the steps you took to resolve the issue, focusing on your communication skills and the satisfactory outcome for the customer, which showcases your problem-solving abilities.

In your response, discuss double-checking entries, utilizing checklists, and reconciling accounts regularly. Mention your commitment to accuracy and how you have implemented processes that reduce errors in invoice creation or data entry.

Demonstrate your time management strategies. Mention how you remain calm, focused, and organized even in high-pressure situations. Discuss specific techniques such as breaking projects into smaller tasks or prioritizing urgent work to meet deadlines.

Emphasize the significance of collaboration in your job. Provide examples of how you have supported team members in meeting shared goals, facilitated communication across departments, or took initiative to foster a positive work environment.

Express your enthusiasm for the position and the company’s mission. Highlight what specifically attracts you to Textum OPCO, LLC, such as their innovative solutions in composite manufacturing and commitment to team collaboration, which aligns with your career aspirations.

Narrate a specific challenge you faced and how you approached it. Focus on the skills you used, the actions you took, and any positive impact it had, which reflects your resilience and problem-solving capabilities.

Mention specific resources you utilize to stay informed, such as webinars, professional groups, or online courses. Discuss your eagerness to continuously improve your skills and adapt to new technologies that enhance administrative functions.