Administrative Assistant - Quitman, United States - Green Humanity Recruitment

Description

Job Description

Purpose:

As an Operations Administrative Assistant, you will play a crucial role in supporting the daily administrative operations of the facility. Working closely with various departments, you will provide assistance to ensure smooth and efficient plant operations. Reporting to the Plant Manager, you will perform a full range of business and administrative functions, demonstrating advanced accountability, initiative, confidentiality, problem-solving, and interpersonal skills. Your expertise in Microsoft Office, including Excel and Word, will be essential for completing assigned duties in this fast-paced environment.

Organisation Chart:

Reports to Plant Manager

Works with cross-functional groups

No direct reports

Scope and Scale of Responsibilities:

The Operations Administrative Assistant directly impacts the efficiency and effectiveness of the plant operations. By managing vendor invoices, assisting with employee inquiries, coordinating trucking schedules, and maintaining office organization, you play a vital role in ensuring smooth day-to-day operations. Your attention to detail, advanced computer skills, and ability to communicate effectively with all levels of the company contribute to the overall success and productivity of the facility.

Key Accountabilities:

• Manage the timely and accurate processing of vendor invoices in D365 software, ensuring adherence to financial protocols and budgetary constraints.
• Handle receipt processing in D365 software, maintaining accurate records and facilitating smooth transactional processes.
• Assist employees with inquiries regarding payroll, timekeeping, and other HR matters, liaising with the HR Manager/Generalist to resolve issues promptly.
• Support the employee onboarding process by submitting required documentation prior to start dates and ensuring compliance with I9 documentation within three days of hire.
• Organize office operations and procedures, including screening correspondence, sorting mail, and serving as the initial point-of-contact for inquiries, contributing to a well-structured and efficient work environment.
• Ensure timely return of rented Personal Protective Equipment (PPE) to vendors to avoid overcharges upon employee termination, demonstrating accountability and cost-consciousness.
• Utilize advanced Microsoft Excel skills to create, edit, and efficiently complete spreadsheets for various projects and reports, maintaining accurate and up-to-date records.
• Engage with all levels of the company, using exceptional verbal and nonverbal communication skills to present data effectively and coordinate trucking schedules to meet plant order commitments.
• Assist with special organizational projects requiring office and administrative support, demonstrating flexibility and adaptability to meet evolving business needs.
• Maintain confidentiality of information and comply with all applicable compliance laws related to privacy, ensuring the security of sensitive data.

Knowledge, Skills and Experience Required:

• A minimum of three to five years of experience in office administration requiring a broad range of administrative tasks, including data entry, document processing, and correspondence management.
• Demonstrated proficiency in data entry, with experience in accurately inputting and managing data in various software systems.
• Prior experience working in a manufacturing environment is advantageous.
• A high school diploma or equivalent qualification is required.
• Additional training or certifications related to office administration, data entry, or software proficiency is preferred.
• Demonstrated ability to efficiently manage administrative tasks, including vendor invoice processing, receipt processing, and office organization, with a keen attention to detail and accuracy.
• Understanding of basic HR and payroll procedures, including employee onboarding processes, payroll inquiries, and I9 documentation requirements, to provide effective support to employees and the HR department.
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook, with the ability to create, edit, and manipulate spreadsheets, documents, and emails efficiently to support data management and communication needs.
• Familiarity with ERP systems, such as D365 or other similar software, is preferred.
• Exceptional verbal and written communication skills, enabling clear and effective communication with employees, management staff, and external stakeholders, and facilitating the coordination of trucking schedules and correspondence management.
• Strong problem-solving skills, coupled with the ability to anticipate and address issues proactively, enabling timely resolution of challenges related to vendor invoices, employee inquiries, and office organization.
• Ability to multitask and prioritize tasks effectively based on business needs, managing competing priorities such as data entry, special projects support, and PPE management to ensure timely completion of responsibilities.
• Commitment to maintaining confidentiality of sensitive information and adherence to all applicable compliance laws related to privacy, ensuring the security and integrity of confidential data.
• Advanced interpersonal skills, facilitating positive interactions with employees at all levels of the organization, and promoting a collaborative and supportive work environment.
• Ability to adapt to changing priorities and work in a fast-paced environment with interruptions, demonstrating flexibility and agility in responding to evolving business needs and special projects support requirements.
• Strong attention to detail and accuracy in data entry, document processing, and correspondence management, ensuring the integrity and reliability of administrative records and reports.

Special Features:

• The Operations Administrative Assistant will spend significant time sitting and utilizing office equipment and computers in a fast-paced work environment with frequent interruptions.
• The role may require occasional standing, walking, bending, and reaching to perform various administrative tasks.
• The role may involve exposure to a noisy work environment, typical of a manufacturing facility, which includes both indoor and outdoor settings.
• Typically, the Operations Administrative Assistant works from 8 am to 4 pm, adhering to standard office hours.
• Flexibility is required to work on some Saturdays as needed to support operational demands or special projects.

Measures of Success:

• Accuracy and Timeliness: The ability to accurately process vendor invoices and receipts in D365 software, maintain precise records, and complete administrative tasks in a timely manner.
• Employee Support: Effectively assisting employees with inquiries related to payroll, timekeeping, and HR matters, ensuring prompt resolution and satisfaction.
• Office Organization: Demonstrating proficiency in organizing office operations and procedures, including correspondence management and maintaining an efficient work environment.
• Data Management: Utilizing advanced Microsoft Excel skills to manage data effectively, create spreadsheets, and generate reports with accuracy.
• Communication and Coordination: Facilitating effective communication and coordination with management staff, employees, and external stakeholders, particularly in managing trucking schedules and correspondence.
• Special Projects Support: Providing valuable assistance in special organizational projects requiring administrative support, demonstrating adaptability and reliability.
• Confidentiality Compliance: Maintaining confidentiality of sensitive information and adhering to privacy laws and compliance regulations.
• Flexibility and Adaptability: Successfully managing fluctuating workloads, interruptions, and changing priorities, while remaining flexible and adaptable to meet evolving business needs.

Our Values Align If You

• Make safety a top priority, actively contributing to creating a safe work environment for yourself and your colleagues.
• Prioritize sustainability in your work, striving to contribute to green energy solutions and meet sustainability requirements.
• Demonstrate a client-centric approach by focusing on understanding and meeting the diverse needs of our valued internal and external customers.
• Embrace collaborative teamwork, leveraging the expertise of our global team to deliver innovative solutions.
• Uphold high standards of excellence, continuously striving for improvement and delivering exceptional results.
• Take ownership and accountability for your actions and responsibilities, ensuring the integrity and reliability of our operations.