Facility Administrative Assistant

About the role

The Facility Administrative Assistant will perform administrative duties for the Dolton, IL Facility. This fast-paced role involves numerous tasks requiring advanced organization and prioritization skills. The Facility Administrative Assistant has an excellent discernment for exercising discretion and confidentiality with sensitive matters and tasks.

• Support the Facility Manager and management team as needed.
• Support the billing department by assisting with invoices and receipts.
• Liaison for timekeeping system assistance and resolving issues.
• Aid in welcoming new hires, completing the I-9, and other HR related tasks as assigned.
• Gather and provide metrics to the Facility Manager and other management team members.
• Prepare and update excel spreadsheets, PowerPoint presentations, ad-hoc reports for management and Human Resources, etc.
• Communicates corporate, regional and facility announcements and programs.
• Prepare and scan documents. Assist operations in scanning and uploading E-Manifesting requirements.
• Process department purchases and create purchase and procurement orders.
• Print and deliver labels and manifests to drivers.
• Input production data into relevant systems (Silvanus, Excel, NetSuite, PC Scales, etc.).
• Create and track inbound and outbound orders.
• Track and report information to clients and external stakeholders monthly, quarterly, and semi-annually.
• Aid with inventory tracking and reporting.
• Aid with internal and external audits and downstream vendor due diligence.
• Create various production and management reports.
• Perform office duties such as filing, typing, organizing, manual updates, report updates, and other clerical tasks.
• Aid with coordinating and communicating meetings and events, such as tours, training, meetings, company initiatives, etc.
• Aid with basic accounting duties, such as A/P, A/R, etc.
• Provide administrative support by ordering supplies, sending mail/UPS/packages, handling deliveries/pick-ups, organizing travel arrangements and expenses, managing schedules, etc.
• IT and telephone liaison – communicate with corporate IT about issues at the facility and assist office personnel with IT inquiries as applicable.

Requirements

• A high school diploma or GED (General Education Degree) is required.
• Demonstrated at least 3 years of experience with office administration, accounting-based functions or in a related area (5 years preferred).
• Experience in the waste or recycling industry preferred.
• Proficient in Microsoft Office, specifically Outlook, Word, and Excel.
• Excellent written and verbal communication skills.
• Strong organizational and prioritization skills.
• Excellent time management skills: ability to multi-task, organize, and prioritize work with a sense of urgency.
• Strong written and verbal communication skills in English (i.e., spelling, punctuation, grammar, etc.).
• Proficient in presenting information to individuals and small or large audiences.
• Reasoning/Critical thinking skills: ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Must be able to deal with problems involving variables in standardized situations.
• Self-starter – must be able to demonstrate ability to be proactive with problem-solving skills and ownership of tasks and initiatives.
• Able to retain and recall training and critical information as applicable in necessary situations.
• Walking, standing, and/or sitting for extended periods.
• Provide a high level of customer service.
• Able to work on-site regularly.