Plant Admin Assistant

This role is responsible for providing a variety of administrative support services including but not limited to, greeting visitors, answering phone calls, day-to-day administrative tasks, special projects, purchasing responsibility, coordinating travel, financial tasks and scheduling and preparing for meetings.

Job Responsibilities

• Job is an individual contributor.
• Job is an individual contributor and has no direct reports.
• 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.
• File documents in a timely and accurate manner. Create new files as required; discard old files in accordance with organization’s record retention program.
• Complete 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.
• This role has the responsibility to understand and places in practice appropriate safety procedures. This responsibility is achieved through education, training, use of protective equipment (as applicable) and by following safety policies, regulations, standards, and laws.
• Perform other duties as assigned.

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

• 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
• 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.
• Position requires the physical ability to stand/walk for the duration of work hours.