POSITION OVERVIEW:
The Administrative Assistant ensures the smooth and efficient operation of office functions by managing administrative systems, supporting staff, coordinating internal processes, and maintaining clear communication across departments.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Analyze, develop, maintain and organize office operations and administrative functions and procedures such as preparation of payrolls, equipment rental, consumable material purchases, information management, filing systems, requisition of supplies, and other clerical services.
- Code and route invoices for approval.
- Maximize office productivity through proficient use of appropriate software applications.
- Establish uniform correspondence procedures and style practices.
- Provide administrative support as required, to include developing presentations, preparing communications, maintaining mandatory workforce office communications and signage
- Assist with training and revising SOP's for regular updates specific to company policies & procedures.
- Proficient in MS Excel and familiar with other Microsoft Office applications such as Word and PowerPoint.
- High level of computer literacy and ability to learn new computer applications and processes.
- Ability to communicate clearly and concisely through multiple channels of communication.
- Welcome guests and vendors with a professional demeanor, managing check-ins
- Assist Plant manager and office staff with General Data entry and record keeping
- Maintains office processes for timely and efficient workflow, such as:
- Coordinate New hire paperwork and assist with new hire orientations
- Maintain and audit attendance and clock in process
- Ensure safety records are being maintained, assist with shop safety protocols as needed
- Assist and coordinate with other departments for IT requests, new hire paperwork, Warehouse maintenance and small package shipping
- Organize and coordinate company events and lunch meetings
REQUIREMENTS:
- Ability to maintain a tactful, orderly working relationship with others.
- Ability to read and write English with excellent communication skills, follow verbal instructions, and use mathematics.
- Ability to communicate with shop personnel and new hires in Spanish
- Excellent computer skills, to include, Microsoft Office Suite, IBM Notes, etc
- Adhere to all relevant health and safety regulations and perform work practices that are safe
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee has occasional exposure to moderate noise. They must stand and walk frequently. The employee has constant use of hands/fingers to grasp, pinch, pull, feel, or handle and manipulate parts and tools. They must constantly reach with hands and arms; use hands to manipulate, handle, or feel material. The employee will have frequent repetitive motions and frequently be able to lift or move 25 lbs. The employee has constant requirement of specific vision abilities, including close vision, distance vision, color vision, depth perception, and ability to focus. They must frequently wear eye protection (Industry standard safety equipment is provided by the company and specific notice is posted in areas where safety equipment is required).
Definitions:
Constant (5-8 hrs/shift) Frequent (2-5 hrs/shift) Occasional (Up to 2 hrs/shift)
