Administrative Assistant

We are seeking an energetic, professional, customer-service oriented person for our front-desk Administrative Assistant!

This position is full time (40 hours/week), Monday through Friday, with core hours typically between 7:30 a.m. and 4:30 p.m. Ability to speak Spanish desired.

Read on to learn more....

General Summary

The Operations Administrative Assistant position provides support to the daily activities of the entire Operations Department through the execution of various technical and administrative tasks.

Essential Job Functions

• Maintain local department records and files relating to production activities.
• Maintain inventory of office supplies and requisition items, place orders as needed.
• Assists with answering inbound telephone calls, directing calls to the appropriate person, and taking detailed and accurate messages as needed.
• Serves as liaison for HR/EHS as needed.
• Performs scheduling duties as needed.
• Assists production associates with production records, files, and reports as needed.
• Assists the plant manager as directed.
• Perform ERP transactions as required.
• On a daily basis, verify and attach backup documentation into AX for all customers.
• Maintains absolute confidentiality and integrity with all written and oral information.
• Provide support for inbound/outbound load reconciliation.
• Print driver paperwork daily.
• Communicate with customer service when facility driver is not operating and cannot make scheduled stops.
• Maintain company calendar for customer visit scheduling, and facilitating and coordinating with departmental personnel and other company departments meeting objectives.
• Direct outbound load needs to the BRC based on plant needs, as relayed by plant manager and/or operations supervisor.
• Validate need for vehicles under lease by analyzing the needs of each facility on a periodic basis with plant manager.
• Establish and build effective and productive relationships among other departments.
• Act as business partner with all areas within the organization.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management (CRM), Dynamics AX, Waste Secure, and other applications.
• Other duties as assigned.

Knowledge, Skills, Abilities

• Requires computer proficiency in a Windows based environment with all Microsoft Office programs.
• Requires advanced math skills.
• Must have excellent working knowledge of English grammar; bilingual is a plus.
• General knowledge of enterprise wide computer software systems desired.
• Excellent interpersonal skills.
• Ability to multi-task and maintain high degree of organization.
• Ability to work independently as well as within a team environment.

Education and Experience

High School Diploma/GED required, Associate Degree desired.Two years of administrative/clerical work experience is preferred.

Organizational Relationships

Regular interaction internally with individuals at all levels within the organization, externally with customers and vendors, often concerning topics that may be highly sensitive and confidential in nature.

Working Conditions

This job is primarily performed in an office environment, seated at a desk, working at a computer for long periods of time. Some work is done by interacting with production and safety personnel on the plant floor. The plant floor is, at times, a loud and dusty industrial manufacturing environment with constant movement of heavy equipment. Being on the plant floor requires the wearing of some Personal Protective Equipment (PPE). Occasional lifting of 25 pounds or less.