at Fairmount Technologies in Derby, Kansas, United States
Job Description
We’re seeking a highly detail-oriented and organized Administrative Assistant to support daily administrative operations and assist with Quality Management System (QMS) or other system upkeep and record keeping. This role requires strong communication skills, exceptional follow-through, and the ability to manage multiple tasks with accuracy and efficiency.
The ideal candidate is proactive, dependable, and comfortable working in a structured environment where precision and documentation accuracy are critical.
What You’ll Be Working On
You’ll contribute across a wide variety of administrative tasks including:
Administrative Support
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Manage inbound and outbound phone calls professionally and efficiently
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Draft, respond to, and organize emails and correspondence
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Schedule meetings, maintain calendars, and coordinate appointments
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Track tasks, deadlines, and ensure timely follow-up
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Prepare, format, and distribute internal and external communications
Reporting & Documentation
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Prepare recurring and ad hoc reports with a high degree of accuracy
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Maintain organized digital and physical filing systems
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Enter and verify data in spreadsheets, databases, and company systems
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Compile operational metrics and assist in report generation
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Ensure documentation is complete, accurate, and properly archived
Purchasing & Vendor Coordination
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Process purchase orders and track order status
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Communicate with vendors regarding pricing, delivery, and documentation
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Maintain purchasing records and reconcile invoices as needed
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Monitor supply levels and coordinate reorders
Quality Management System (QMS) Support
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Assist in maintaining quality records and controlled documents
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Support document revisions, distribution, and version control
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Track training records, certifications, and compliance documentation
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Help prepare documentation for audits and inspections
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Ensure proper record retention and filing in accordance with company procedures
This Role Might Be Right for You If
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You are detail-oriented and accuracy-focused
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You have strong follow-up and task management skills
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You’re a self-motivated and proactive individual
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You’re process-driven and structured in your efforts
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You’re comfortable working with documentation and compliance requirements
Your Qualifications Are
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2+ years of administrative or office support experience preferred
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Strong organizational skills with exceptional attention to detail
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Excellent written and verbal communication skills
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Proficiency in Microsoft Office (Excel, Word, Outlook)
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Experience with document control or quality systems (ISO or similar) is a plus
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Ability to manage multiple priorities and meet deadlines
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High level of professionalism and confidentiality
