Site Administrative Assistant

About the role

YOU ARE… an influencer, critical thinker, and collaborator to your stakeholders. You are passionate about safety, developing people, and your background in [wood sciences, wood products, manufacturing, etc.] is a powerful combination. You understand the importance of maximizing operational excellence, while continuing to maintain our company’s reputation.

WE ARE…

a safety first, safety always-focused team with a culture that fosters inclusion and empowers everyone to have a voice. We understand the goals and have the knowledge, skills and training to effectively perform our jobs. Success is the responsibility of the collective team, and our Core Values and People Principles guide our business decisions and how we operate every day.

Site Administrator Responsibilities

• Organize and maintain personnel, medical, training, and interview records in accordance with company retention standards and confidentiality requirements.
• Prepare HR documents and tracking materials, including interview materials, onboarding packets, and new hire status spreadsheets.
• Cook/coordinate site/crew/visitor, event meal arrangements, including ordering and picking up food, and vendor coordination.
• Cook/coordinate hourly hiring activities, including scheduling interviews, preparing interview materials, coordinating interview teams, tracking candidate status, and supporting offer processes.
• Cook/coordinate new hire onboarding, including assigning security badges, allocating assets, and supporting required onboarding logistics.
• Process invoices for pre-employment physicals and drug screening for payment.
• Maintain professionalism and discretion when handling sensitive employee and business information.
• Provide administrative support to the Leadership Team, including scheduling meetings, prioritizing appointments, preparing materials, and coordinating with internal and external stakeholders.
• Create presentations, reports, memos, site notifications, and other business communications as needed.
• Prepare meeting agendas and materials, coordinate media needs, record meeting minutes, and support related follow-up as requested.
• Create and post site communications related to employee engagement, innovation, safety, and other business updates.
• Manage office supplies, equipment, associate locker assignments, PPE reimbursement processes, and incoming and outgoing mail.
• Prepare for career fairs by printing recruiting materials and gathering company merchandise.
• Perform payroll audits, provide payroll-related administrative support, and submit check calculation forms when payroll issues occur.
• Support site, crew, visitor, and employee engagement activities, including event coordination, vendor coordination, ordering, pickup, and coordination with internal stakeholders.
• Support ad-hoc requests related to mill startup and site administrative needs.
• Perform other duties as assigned.

Qualifications

• A high school diploma/GED.
• At least 2 years of experience in a related field.
• Experience utilizing and navigating databases and tracking tools.
• Proficient in Microsoft Office Suite.
• Excellent communication and interpersonal skills, active listening, feedback, and non-verbal skills.
• Ability to prioritize and multitask, applying a strong focus and attention to detail.
• Self-starter with a strong teamwork mindset.

Preferred Qualifications

• Associate's Degree or higher.
• HR or payroll experience.
• Experience with UKG and/or SAP.
• Manufacturing environment experience.