Executive Administrative Assistant

About the Company

D&D Motor Systems, Inc. is a trusted leader in the design and manufacturing of high-performance electric DC motors and controllers for a wide range of e-mobility and industrial applications, from golf carts and go-karts to mining vehicles and hydraulic lifts. As a veteran owned company with over 24 years of industry excellence, we combine innovative engineering with a hands-on, customer-first approach.

At D&D, we foster a collaborative environment that values creativity, autonomy, and practical problem-solving. Our culture is rooted in quality, innovation, and a commitment to empowering the electric vehicle community. You’ll be joining a small, tight-knit team where your contributions will directly impact on the business and our customers.

The candidate MUST be a resident of New York state or be willing to become a resident before starting the internship. Requirements are a New York State license and a formal Lease or Housing Agreement. This is so we can get a partial funding re-imbursement from NYSERDA. Any offer is contingent upon getting that NYSERDA approval. It is our goal to hire the candidate full time upon completion of the approximate 3 month internship.

Some Basic Responsibilities

1. Receptionist

– Answer calls, take messages, and assist customers & suppliers as needed.

– Order all office supplies.

– Mail Checks

– Keep front office area clean.

– Steer new customers to use our website RFQ and Choosing A Motor tool.

– Engineering resources are limited and precious. Steer RFQ’s to online submissions. When at all possible, try to handle all issues through yourself, Jeff, or Mike.

– Expeditiously handle property issues with landlord

1. Accounting

– Fax, mail, and/or email all customer invoices.
– Handle all Accounts Receivable issues too include deposits and delinquent payments.

1. Production

– Maintain and issue production & engineering transfer sheets every two weeks.
– Receive and enter all engineering transfer sheets.
– Maintain and update plant-wide performance charts.
– Maintain and issue the plant-wide cleaning schedule.

1. Sales (as time permits)

• Experience with Amazon Seller central & eBay Seller Hub, along with other Online Sales Medium sites is a plus. Position will be responsible for ensuring we stay in compliance with Online Store requirements & target performance matrices.

• Call on low volume current and potential customers.

• Take all standard production motor & controller orders.

1. Customer Service

• Administer all paperwork & customer correspondence for motor, controller, & solenoid warranties.

• Contact all Amazon buyers.

1. Shipping

• Enter daily Sales orders each afternoon.

• Handle the scheduling of all internal and external shipping. This includes truck freight, UPS, and international shipments (USPS).

• File any UPS or Truck shipment damage claims.

• Package solenoid kits as needed.

*** This list of responsibilities covers most but not all activities. In being part of our small tight knit team, we are very responsive to our customers and are ever changing. With that said, at any time, certain responsibilities may be added or subtracted based on business conditions and an individual’s strengths and weaknesses.

Preferred Employee Characteristics

• Hardworking and willing to learn new things.

• Punctual – Attendance critical!!!

• Prior experience in accounting software a plus. (Quickbooks Accounting Software
  currently being utilized!)

• Prefer to be knowledgeable in Microsoft: Word, Excel, and Access.

• Must be capable of and good at multitasking.

• Very personable and outgoing but not over talkative.

• Quality of work must be top notch. Attention to detail is essential along with an
  understanding of managing costs.

• Self-starter requiring little supervision once trained. (Critical)

• Personal transportation required. MUST HAVE A CAR!!

• Basic high school diploma required and 2 year business degree is preferred.

Compensation & Schedule

• Starting Salary range: $ 20 / hr .

• Year-end Bonus Potential depending on how the individual and company perform. Past 10
  years has ranged from 8 - 20% but has always been given !

• Majority coverage of all Healthcare and Dental costs after 90 days.

• Simple IRA Retirement Plan – 100% match up to 3% of salary after 90 days.

• Normal Hours: Monday – Friday, 7:30 am – 4:00 pm.

• Location: On-site at **215 Par…