Administrative Assistant

Job ID: EOE – Equal Opportunity Employer. E-Verify Employer.

About the role

This position provides comprehensive administrative support, ensuring efficient office operations, inventory management, and coordination across various departments.

Responsibilities

• File administrative materials using the pre-established system for orderly archiving and efficient retrieval.
• Respond to incoming calls and visitors, directing them promptly and politely to the appropriate contacts.
• Collect, organize, and file documents (e.g., SLs, BLs) both electronically and physically.
• Provide additional administrative support, including processing invoices, payment requests, delivery tickets, and performing clerical duties as needed.
• Coordinate with Accounts Payable to set up new vendors in Medius and maintain proper vendor documentation.
• Open, sort, and distribute incoming mail daily; prepare courier packages for pickup.
• Monitor and reconcile uniform invoices for accuracy against active and inactive employees.
• Generate reports for departments such as Production, Quality, Safety, AP, and Expense to evaluate performance or costing.
• Update communication boards with daily production reports, Haz recs, and safety contacts.
• Maintain Problem Alert copies of closed items for record retention.
• Scan and code invoices promptly for Columbia and Toledo facilities, Automotive USA, and Samuel Metal Trading.
• Maintain detailed inventory counts of office, plant, and production consumables (e.g., office supplies, janitorial supplies, VCI, plastic, strapping) and order as needed to ensure proper levels for efficient operation and cost control.
• Manage inventory orders, monitor lead times with critical vendors, and perform cycle counts.
• Assist with scanning inventory (coils and finished goods) and reconcile inventory issues (e.g., missing tags, incorrect tags, location discrepancies).
• Oversee the distribution and inventory of branch promotional items.
• Communicate with PPE vendors to maintain stock of required items (e.g., Fastenal, Grainger) and coordinate bi-annual safety boot truck visits.
• Coordinate branch meeting space availability and facilitate refreshments for special events (e.g., vendors, customers, visitors).
• Assist in maintaining branch safety files (e.g., SOPs & SSOPs).
• Update bulletin boards monthly with events, information, birthdays, and work anniversaries.
• Update communication boards (TV monitors and bulletin boards) as needed.
• Support the Human Resources Department with branch-specific duties, such as:
  • New Employee Orientation sessions.
  • Training records (printing SSOP/SOPs).
  • Maintaining and updating the training matrix.
  • Coordinating and planning events, including Safety Month activities.
• Comply with IATF16949 responsibilities, environmental management systems, health & safety, and company rules.
• Ensure adherence to company safety policies and maintain safe work habits; wear personal protective equipment (PPE) as required.
• Maintain high standards of general housekeeping consistent with 5S standards.
• Strive for continuous improvement.
• Perform all other related duties as assigned.

Requirements

• High School diploma required.
• 1-2 years of job-related experience.
• Microsoft Office suite experience required.

Benefits

• Competitive pay rates, paid bi-weekly via direct deposit.
• Paid vacation and sick time.
• 10 paid holidays per year.
• Medical, dental, and vision benefits effective the 1st of the month after hire date.
• Voluntary and supplemental insurance options.
• Company-paid Short & Long Term Disability, Life, and AD&D Insurance.
• 401K Plan with a 5% company match, effective the 2nd month after hire date.
• Annual Safety Boot Allowance up to $150/year.
• Discounts with nationwide companies (e.g., GM, Nissan, Ford, Samsung, hotels).