Administrative Assistant

POSITION SUMMARY

CITI, Inc. is a leading systems integrator headquartered in Charlotte, North Carolina with offices in Cary NC and Columbia, SC. We provide automation, control, and network solutions for industrial operations, delivering customized systems that support reliability, efficiency, and innovation across water/wastewater, utilities, manufacturing, and security environment.

This position is for an Administrative Assistant located at the Cary, NC office. The Administrative Assistant provides a wide range of office and warehouse support activities to ensure the efficient operation of the organization. This role serves as the first point of contact for visitors and callers, supports internal teams with administrative tasks, and assists with purchasing functions when needed, including requisition processing, vendor communication, and order tracking.

KEY DUTIES AND ESSENTIAL FUNCTIONS:

Administrative Support

• Perform clerical duties including photocopying, emailing, faxing, filing, mailing, and maintaining organized records.
• Create, maintain, and update file indexes and handle requests for information and data.
• Prepare documents such as reports, memos, packing slips, correspondence, and emails.
• Operate and maintain standard office equipment (printers, copiers, fax machines, etc.) and assist with laser engraver operation as instructed.
• Provide general and specialized information regarding departmental functions, exercising judgment, tact, and discretion when handling sensitive matters.
• Support warehouse-related documentation and office coordination tasks as needed.

Reception & Customer Service

• Receive and screen visitors in a professional and respectful manner.
• Answer and direct phone calls using a multi-line system.
• Provide customer service support and follow-up, ensuring inquiries are handled efficiently.
• Direct visitors and callers to the appropriate contact person or department.

Purchasing Support (as needed)

• Assist with verifying purchase requisitions and clarifying unclear items or part numbers.
• Communicate with vendors to obtain product or service information such as price, availability, and delivery schedules.
• Help prepare and process purchase orders.
• Support receiving and verification of materials, supplies, and equipment against purchase orders.
• Assist in resolving discrepancies between invoices, packing slips, and purchase orders.
• Help maintain purchasing records and documentation.
• Support cost-comparison efforts by collecting vendor quotes and tracking purchase status.

REQUIRED QUALIFICATIONS:

Education

• High School Diploma or equivalent combination of training and experience.

Skills & Competencies

• Strong written and verbal communication skills.
• Excellent organizational, planning, and prioritization abilities.
• Attention to detail and accuracy in all work.
• Ability to adapt to changing needs and balance multiple responsibilities.
• Customer service orientation with professionalism and tact.
• Team-oriented mindset with strong collaboration skills.
• Proficient in Microsoft Office Suite and general office software.
• Experience with purchasing systems or Quick Books (a plus).

LOCATIION: Cary, NC

PHYSICAL DEMANS AND WORK ENVIRONMENT:

While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 50 pounds. Additionally, be physically able to participate in training sessions, presentations, and meetings

Benefits:

• Health insurance
• 401(k)
• Dental insurance
• Life insurance
• Paid time off
• Vision insurance

We are an Equal Opportunity Employer. We 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, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local laws.

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Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.