Administrative Assistant

Position Summary

We are seeking an Administrative Assistant to support the Operations Manager and Production Manager. The ideal candidate will have a high energy, engaging, and approachable demeanor, with strong communication and organizational skills.

Position Responsibilities

• Provide professional, courteous and timely support to visitors and customers.
• Support general administrative requirements by preparing communications, welcoming visitors, directing calls, and keeping accurate and updated records.
• Answer calls and direct inquiries to the appropriate staff member.
• Maintain the company directories.
• Enter production, receipts and shipments into customer cycle count reports.
• Enter production data into ERP system.
• Maintain and organize related production paperwork.
• Input Sales orders.
• Respond to customer emails and enquiries.
• Create and maintain various business databases.
• Work with Plant management to coordinate purchase requisitions.
• Ensure invoices for goods/services are entered timely into ERP system.
• Manage all incoming and outgoing mail.
• Ensure office maintenance is completed in an appropriate timeline, including ordering, stocking, cleaning, and organizing.
• Administer meeting room services including room set-up, ordering, set-up and clean-up of refreshments and meals.
• Aid in managing spare parts ordering and inventory.
• Review and code invoices for proper payment.
• Provide assistance to teams to plan, organize, and coordinate Company events.
• Update team materials, policies and forms.
• Provide support on employee engagement initiatives and events.
• Distribute communication materials including onboarding and promotional announcements.
• Assist in the onboarding preparation for employee’s equipment and workspace.

Position Requirements

• High school diploma is required. Some college is preferred.
• Minimum two (2) years office administration or related experience is required.
• Valid drivers' license with a clean driving record is required.
• Strong communication skills, both verbal and written are required.
• Bilingual English and Spanish is a plus.
• Strong customer service orientation with great people skills will be required.
• Strong understanding of computer systems and applications including Microsoft Office Suite is required.
• Previous experience with ERP systems is a plus.
• Proven ability to handle multiple competing demands while ensuring deadlines are met is required.
• Excellent organization skills are required.
• Demonstrated initiative is required.