Plant Admin Assistant

Job Responsibilities

• Provide routine and special request administrative support.
• Receive incoming telephone calls, identify caller and transfer to appropriate staff member or to voice mail as directed.
• Take messages by hand where necessary and ensure timely and accurate delivery.
• Receive and sort incoming standard mail and daily package deliveries, i.e., Fed Ex, UPS, USPS, and distribute to recipient or as otherwise directed.
• Prepare outgoing mail for shipment by applying postage using a postal meter or by completing and affixing a shipping label.
• Arrange for special shipments as required.
• Receive incoming visitors with courtesy and in compliance with organization security requirements and other visitor policies; notify staff members when visitors arrive and direct them as required.
• Filing documents in a timely and accurate manner.
• Create new files as required; discard old files in accordance with organization’s record retention program.
• Create project surveys and creating presentations.
• Prepare, fax or copy a variety of forms, documents and reports as requested by management or professional staff.
• Must be able to learn how to extract data from SAP.
• Must be capable of coordinating the set-up of new vendors into SAP, create purchase orders (PO’s) in SAP, receive against P.O.’s in SAP as requested.
• Financial acumen on reviewing financial data/invoices.
• Generate a variety of reports on a weekly, monthly and/or quarterly basis.
• Arranges meetings, travel plans, processes expense reports for corporate management and staff as needed.
• Review time and attendance system to ensure consistency on weekly time/attendance.
• Participates as needed in special departmental or facility projects.

Experience & Skills

• 1-3 years of experience in related field is preferred.
• Ability to coordinate diverse administrative tasks requiring exceptional organizational skills.
• Ability to maintain confidentiality of employee records.
• Ability to produce accurate Word processing, Excel spreadsheet and PowerPoint presentation documents that are professional in appearance.
• Ability to communicate clearly and effectively with individuals at all levels of the organization and external vendors and customers.
• Financial acumen is a plus.
• SAP/Time and attendance system experience is a plus.

Education

• A high school diploma and/or equivalent work experience is required.

Work Environment

• Work is generally performed within a business professional office environment, with standard office equipment available.
• Work conditions are typical of an office & plant environment.
• This role does not require any domestic travel.
• The position requires the physical agility to perform continuous lifting up to 15 pounds, bending, squatting, pushing, pulling, stretching/reaching, use hands or fingers, talk, hear, feel objects, tools, controls and standing/walking on concrete flooring.
• The position requires the physical ability to stand/walk for the duration of work hours.