Administrative Assistant

Responsibilities

The role involves maintaining an organized office by managing records, coordinating meetings, and handling routine business paperwork. Additionally, the assistant serves as a local point of contact for employees, customers, and vendors while supporting HR and leadership tasks.

Requirements

Candidates must have previous experience in an administrative or clerical role and be proficient in Microsoft Office applications. A high school diploma or equivalent is required, along with strong organizational skills and the ability to work independently.

Skills

• Administrative support
• Office administration
• Data entry
• Document management
• Microsoft Office
• Calendar management
• Meeting coordination
• Customer service
• Purchasing administration
• Invoice processing
• Records management
• Communication skills
• Attention to detail
• Time management
• ERP systems
• Receptionist duties

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Paid time off
• Paid holidays
• 401k
• Profit sharing
• Annual incentive program

About this role

Description
This role plays a key role in maintaining an organized, efficient office at Tri-State Coating & Machine through administrative support to employees and local leadership. Handle a variety of responsibilities, from organizing records and coordinating meetings to welcoming visitors, arranging on-site meals and events, supporting employee communications, and managing routine business paperwork.

Located in Salt Rock, WV (approximately 12 miles from Barboursville and 25 miles from Huntington), this is a hands-on role with varied responsibilities in a busy industrial environment where priorities can change suddenly throughout the day. Organization, attention to detail, and the initiative to step in where needed are all critical.

About Tri-State & Tencarva
Tri-State Coating & Machine specializes in thermal hard coatings, precision machining, CNC automation, and industrial component and rotating equipment repair. Our state-of-the-art facility operates under ISO 9001:2015 certification, delivering quality workmanship, efficient turnaround times, and dependable service.

Tri-State is part of Tencarva Machinery Company, a distributor, authorized service center, and engineering and design partner for flow control systems and process equipment solutions. Founded in 1978, Tencarva operates across the Southeast, Mid-South, Midwest, and Mid-Atlantic regions, combining the expertise of local businesses with the resources of a larger organization.

Together, our businesses serve more than 18,000 active customers across water and wastewater, industrial manufacturing, chemical processing, pulp and paper, power generation, oil and gas, mining and metals, food and beverage, and other essential industries. Our service offerings span applications engineering, system design, equipment fabrication, automation and controls, equipment repair and remanufacturing, and thermal hard coatings.

What You'll Be Responsible For

Keep the Office Running
Answer incoming calls, greet visitors, direct inquiries, and serve as a helpful point of contact for employees, customers, and vendors.
Scan, organize, rename, file, and maintain electronic and paper documents so information is accurate and easy to locate.
Manage routine correspondence, mail, office supplies, and online ordering.
Handle everyday administrative requests and help maintain an organized, efficient office.
Support Employees & Local Leadership
Serve as a local administrative connection between shop employees and Tencarva's centralized HR team.
Help employees schedule conversations with HR, access virtual meetings, and connect with the appropriate corporate resources.
Print, distribute, and post company communications, employee notices, and HR-provided materials throughout the facility.
Assist with local onboarding, offboarding, and benefits enrollment logistics, including coordinating appointments, paperwork distribution, and access to company resources.
Provide calendar, scheduling, meeting, and occasional travel coordination support to local leadership.
Coordinate meeting logistics, welcome visiting customers and company guests, and help organize occasional on-site meals, employee gatherings, and other company events.
Assist with Purchasing & Business Administration
Learn and use Tencarva's ERP and other business systems to enter purchase orders, update information, and complete routine administrative transactions.
Assist with purchasing documentation, online orders, and related recordkeeping.
Coordinate with Tencarva's centralized Finance and shared-services teams on routine invoice, purchasing, or AP/AR-related documentation and follow-up as needed.
Help ensure information is entered accurately, paperwork is organized, and requests reach the appropriate people.
Be a Reliable Resource for the Team
Respond to day-to-day requests from local leadership, employees, and other departments.
Communicate clearly, stay organized, and follow through on tasks without needing constant direction.
Adapt to changing priorities and pitch in where administrative support is needed.

Why Join Tri-State & Tencarva?
Day shift, Monday–Friday schedule
Annual incentive program
Profit Sharing (via 401k)
Earn up to 120 hours (3 weeks) of PTO per year - plus 10 paid holidays
Stable, established organization with 38 locations across 17 states
Long-term employment philosophy with no history of layoffs
Big-company resources with a local-shop feel
Benefits include medical, dental, vision, life insurance, paid time off, and 10 paid holidays.

Requirements

What We're Looking For
The right person is dependable, approachable, organized, and comfortable handling the everyday responsibilities that keep an office running. You don't need to know everything on day one, but you should be confident using a computer, willing to learn, and comfortable helping people with a wide variety of requests.

Required Qualifications
Previous experience in an administrative assistant, office assistant, receptionist, clerical, or similar support role.
Comfortable using computers for everyday tasks, including email, internet searches, online ordering, scanning, file organization, and data entry.
Working knowledge of Microsoft Office applications, including Outlook, Word, and Excel.
Strong organizational skills, attention to detail, and the ability to manage multiple requests.
Clear communication skills and a helpful, professional approach when working with employees, managers, customers, and vendors.
Ability to work independently, follow instructions, learn new systems, and maintain accurate records.
High school diploma or equivalent.
Preferred Qualifications
Administrative experience in manufacturing, machining, industrial services, distribution, construction, or another hands-on business environment.
Familiarity with ERP or business management systems.
Experience entering purchase orders, processing invoices, or maintaining purchasing records.
Exposure to accounts payable, accounts receivable, or relat...

About Tencarva Machinery Company

Industrial Machinery Manufacturing · 201-500 employees · headquartered in Greensboro, NC · founded 1978