Join Our Team

Administrative Assistant / Non Commercial

Vacuum Technology provides a rewarding, challenging, and interesting opportunity to use and develop a wide variety of skills and experiences. Employees are a company’s most valuable asset, and VTI responds with a comprehensive benefits package and recreational facilities pictured and detailed here.

Job Description

Administrative Assistant / Non Commercial

Position Purpose:

Position Purpose: Performs a range of customer service, administrative and office duties to support the sales and management
team functions of the company.

Principal Duties:

  • Receives and processes requests for quotes from Government customers. Distribute quote package to appropriate
    personnel. Prepare spreadsheet for quoting. Generate and send quotes with Government customer’s required forms
    for submission to Government customers.
  • Receives purchase orders for orders from Government customers and input order into QOSI. Maintains spreadsheets
    for individual Government customer’s quotes/orders
  • Communicates with Government customers to ensure that problems that are encountered during procurement of
    items and/or manufacture of orders are documented via email and request that annotations to customer’s drawings
    be issued if needed
  • Prepares documentation package to be shipped with order for Government customers orders (ex. Government
    customer’s Certificate of Conformance (C of C,) VTI C of C, dimensional inspection, weld inspection, TDIs, test reports,
    C of C for work done by outside vendors and packing lists, CGD (commercial grade designation).
  • Prepares CGD packages for testing, verify test results performed by team members, sign off on CGD reports and scan
    CGD paperwork packages
  • Maintains documentation and storage for use of items that can be used across multiple jobs for government customers
  • Interacts with the Vacuum Technology customer service team, customers and vendors to ensure accurate order input
  • Inputs orders into QOSI (VTI’s internal business management system of Quotes, Orders, Shipments and Invoices) –
    order entry for government customers but will also become familiar with order entry of all VTI orders
  • Prepares and combines order packet documents for invoicing
  • If needed, assists Purchasing with gathering pricing and delivery information from vendors for quotes based on
    Government customer’s bill of material. Purchases items based on quotes received from vendors for quotes based on
    Government customer’s bill of material.
  • Prepares biweekly timesheets for input into spreadsheet
  • Performs other clerical and administrative tasks such as interfacing with uniform delivery personnel to update uniform
    charges, coordinates with coworkers for input of daily timesheets, and other duties as assigned by supervisor

General Requirements:

  • Associate’s Degree in Business or equivalent
  • Eight to ten years of office experience
  • Advanced knowledge in Word, Excel, Outlook and Adobe
  • Acute attention to detail and accuracy
  • Ability to communicate accurately and clearly both orally and in writing
  • Strong organizational, problem solving and interpersonal skills
  • Ability to work independently and deal effectively within a diversity of individuals at all organizational levels
  • Versatility, flexibility and willingness to work within constantly changing priorities with enthusiasm
  • Professionalism, discretion, and focus. Goal oriented, multitasker, willing to help others, follows directions and is
    proactive when working independently or with others

Pay Rate and Benefits:

  • A competitive compensation is offered commensurate with experience
  • Health and Vision plan with a Health Savings Account all funded in part by employer contributions
  • 401(k) with a generous company matching program (eligible after 1 year of full-time employment)
  • 13 PTO days, increases after 5 and 10 years of service
  • 11 paid holidays
  • Flexible work schedule after 1 year of service
  • On-site swimming pool, racquetball court, and work out facility
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