Administrative Assistant, Atlanta

Nikkiso Clean Energy & Industrial Gases is a leading provider of cryogenic pumps, heat exchangers, process systems, services, and solutions for the LNG and industrial gases industry. We are a subsidiary of Nikkiso Company Ltd, a leading industrial manufacturer headquartered in Tokyo, Japan, with over $1.5B in annual revenue, 8000 + employees worldwide, and publicly traded on the Tokyo Stock Exchange.

Nikkiso Cryogenic Services (NCS) is the essential service arm of Nikkiso’s Clean Energy & Industrial Gases Group. We have long been recognized as the leading service provider for cryogenic equipment and in addition to Nikkiso products, offer a wide variety of services for pumps and turbo expanders manufactured by other companies. All our services are designed to improve the safety of our products and to support industries in successfully enhancing quality of life. Through our 18 global service facilities we service the industrial gas and air separation industries, enhanced oil recovery operations, marine, and clean energy and alternative fuels projects.

Position Summary

The Administrative Assistant in Atlanta supports the Office Manager and Service Center by performing their responsibilities in an exemplary manner. The position is accountable for a wide variety of office and administrative tasks, including using the ERP system to complete forms and follow-up duties, and to ensure up-to-date records.

Essential Functions

• Coordinate office activities and operations as directed in compliance with company policies.
• Answer all incoming calls and distribute as needed.
• File all sales order folders.
• Process sales orders in MAS 500.
• Prepare pick tickets for daily shipments.
• Handle all outgoing shipping scheduling, BOL, and label creation.
• Complete all ERP inventory adjustments for member inventory requests and then ship out (inventory adjustments and shipping out)
• Complete inventory adjustment sheets in ERP
• Obtain weekly status on all open vendor purchase orders.
• Follow-up on all open sales orders, keeping ERP up to date.
• Follow-up on aged receivables
• Prepare Concur expense reports for technicians and Unit President and General Manager
• Order daily lunches.
• Submit customer invoices when required.
• Assist with Quality processes when required.
• Assist staff with training seminar set up, bi-annually.
• Complete vendor remittance verification process set by accounting.
• Match up and US mail all vendor paper checks, biweekly.
• File all vendor invoices with check stubs.
• Retrieve Sales Tax certifications.
• Perform additional assignment as requested.
• Handle other duties of staff when they are on vacation.

Competencies (knowledge, skills, and abilities)

• Customer focus
• Communication skills – verbal, written, listening, interpersonal.
• Organizational skills
• Attention to detail.
• Microsoft Office skills.
• Ability to use standard office equipment.
• Ability to handle a high volume of work in a timely manner with multiple interruptions.
• Familiarity with office management procedures
• Familiarity with ERP systems preferred.

Education and Experience

• High school diploma or relevant education required.
• Minimum two years' experience in similar position preferred.
• Prior work in a manufacturing or industrial services company preferred.

The competencies listed above are typically acquired through the levels of education and experience listed. An equivalent combination of education and/or experience that provides an applicant with the listed knowledge, skills, and abilities required to perform the essential functions of the job may be accepted.

Work Environment and Physical Demands

• Stand, walk, sit, talk, hear, type, and write.
• Reach with hands and arms, bend, stand on a stool or climb, and use fingers and hands to feel objects, tools, or controls.
• Use standard office equipment such as computers, telephones, printers, copiers, etc.
• Lift files and open desk drawers and filing cabinets.
• Work in both office and shop environments, primarily office.

Equal Opportunity Employer/Veterans/Disabled

Nikkiso is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.