Excel Specialist - Administrative

Office Assistant / Data Entry Specialist

We are seeking a dependable, detail-oriented Office Assistant / Data Entry Specialist to support the administrative and operational needs of a busy industrial fabrication facility.

This position plays an important role in keeping job, material, production, and office information accurate and organized. The ideal candidate is highly proficient in Microsoft Excel, comfortable working with numbers and detailed records, and able to communicate effectively with both office personnel and shop/production staff.

The successful candidate will be organized, accurate, dependable, and willing to learn the processes and terminology associated with a manufacturing and fabrication environment.

Key Responsibilities

• Enter and maintain accurate information in Excel spreadsheets, company systems, and internal records.
• Create, update, and organize spreadsheets used to track jobs, materials, production information, purchasing, inventory, and other operational data.
• Review paperwork and electronic records for accuracy and completeness.
• Assist with tracking active jobs, work orders, purchase orders, material information, and related documentation.
• Enter information from shop and production paperwork into company systems and spreadsheets.
• Maintain organized electronic and physical files for jobs, customers, vendors, materials, and other business records.
• Assist with preparing reports and gathering information needed by management and production personnel.
• Communicate with shop personnel and office staff to obtain missing information and resolve discrepancies.
• Assist with purchasing and inventory-related recordkeeping as needed.
• Scan, copy, file, and organize drawings, work orders, purchase orders, packing slips, invoices, and other documentation.
• Assist with email correspondence, document preparation, and general office administration.
• Verify data and identify duplicate, incomplete, or incorrect entries.
• Maintain confidentiality of company, customer, employee, and financial information.
• Provide additional administrative support to management and other departments as needed.

Microsoft Excel Responsibilities

Strong Microsoft Excel skills are an important requirement for this position. The employee should be comfortable working with spreadsheets on a daily basis, including:

• Creating and formatting spreadsheets
• Entering and organizing large amounts of data
• Sorting and filtering information
• Using formulas and functions
• Using functions such as SUM, COUNT, IF, XLOOKUP/VLOOKUP, and similar formulas
• Working with multiple worksheets and workbooks
• Comparing and reconciling information between spreadsheets
• Identifying duplicate, missing, or incorrect data
• Using data validation and other tools to maintain accurate records
• Creating Pivot Tables and basic reports
• Maintaining existing spreadsheets without disrupting formulas or formatting

Qualifications

• High school diploma or equivalent required.
• Previous experience in an office, administrative, data entry, manufacturing, construction, fabrication, or similar environment preferred.
• Proficiency in Microsoft Excel required.
• Strong computer and data-entry skills.
• Experience with Microsoft Word, Outlook, and other standard office applications.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Comfortable working with numbers, measurements, part numbers, job numbers, and other detailed information.
• Ability to follow established procedures while also recognizing when information appears incorrect.
• Ability to prioritize multiple assignments in a fast-paced work environment.
• Good written and verbal communication skills.
• Ability to communicate professionally with office staff, shop personnel, vendors, and customers.
• Dependable attendance and a strong work ethic.
• Ability to work independently and as part of a team.

Preferred Qualifications

Experience in a metal fabrication, manufacturing, machining, construction, or other industrial environment is preferred but not required. Familiarity with any of the following is also beneficial:

• Work orders and job tracking
• Purchase orders
• Material and inventory tracking
• Bills of material
• Packing slips and receiving…