Full Job Description Description:

Job Title:

Administrative Assistant Office Locations:

Sugar Grove, IL SUMMARY:

The Administrative Assistant Intern supports the Accounting & Administration Manager with financial operations, purchasing activities, customer communications, and administrative functions. This position helps maintain accurate records, supports vendor management processes, and contributes to efficient administrative operations across multiple departments. The intern will assist with financial recordkeeping, purchase order tracking, production scheduling calendars, machine log administration, document management, inventory documentation, and customer-related inquiries. The role will also provide administrative support for purchasing activities, vendor communications, and cost-control initiatives that contribute to operational efficiency and customer satisfaction. This role offers hands-on experience in accounting, administration, purchasing, inventory management, and business process management within a manufacturing environment. Experience with QuickBooks, Microsoft Excel, and other Microsoft Office applications is preferred. The ideal candidate is organized, detail-oriented, professional, and eager to learn in a fast-paced manufacturing setting.

HOURS:

The Administrative Assistant Intern is expected to work approximately 20-25 hours per week. Preferred working hours will be scheduled between 7:30 AM and 4:00 PM, Monday through Friday, based on business needs and the intern's availability. Flexible scheduling may be available; however, all work must be performed on-site at Deep Coat Industries. Remote work is not available for this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Assist with maintaining production calendars, schedules, and machine logs. Organize, maintain, and file production, purchasing, inventory, and administrative records. Enter and verify data in spreadsheets, company databases, and tracking systems. Assist with purchase order creation, tracking, and related documentation. Support vendor management activities by maintaining records and assisting with vendor communications. Assist with customer inquiries, order acknowledgments, sales orders, and other customer-related documentation. Maintain accurate records in QuickBooks, Microsoft Excel, and other business systems. Assist with inventory tracking and documentation to support operational accuracy. Prepare reports, spreadsheets, and other administrative documents as assigned. Support document management through filing, scanning, and electronic recordkeeping. Assist with tracking financial, purchasing, and operational data for reporting purposes. Coordinate meetings and maintain department calendars. Collaborate with production, accounting, purchasing, and administrative personnel to support daily operations. Perform general administrative and clerical duties as assigned. Support special projects and continuous improvement initiatives that promote operational efficiency and customer satisfaction. Audit incoming/outgoing logs and shipping packets to align with financial and inventory records. Collaborate with production leadership to align delivery schedules with capacity and priorities. Drive operational efficiency, financial accuracy, and customer satisfaction across departments Assist with special projects, continuous improvement initiatives, and other assignments as needed. Responsibilities may vary throughout the internship to provide meaningful learning opportunities and exposure to different aspects of manufacturing and business operations.

Requirements:

This position is subject to the International Traffic in Arms Regulations (ITAR) and U.S. export control laws. To be eligible for employment in this position, applicants must qualify as a U.S. Person as defined by

ITAR. U.S.

Persons include U.S. citizens, lawful permanent residents (Green Card holders), and certain protected individuals as defined by 8 U.S.C. § 1324b(a)(3). Basic knowledge of QuickBooks preferred. Strong computer skills and familiarity with Microsoft Office products, particularly Excel, Word, and Outlook. Ability to effectively communicate both verbally and in writing. Strong organizational skills and attention to detail. Ability to work independently and manage multiple tasks. Ability to work collaboratively with employees, customers, and vendors. Willingness to learn and adapt in a fast-paced manufacturing environment. 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