Plant Administrative Assistant

Plant Administrative Assistant

BRIEF JOB DESCRIPTION:

The Plant Administrative Assistant will play a fundamental role in serving visitors by greeting, welcoming, and directing them appropriately; notifying company personnel of visitor arrival; maintains security front entry protocol and telecommunications systems. Supports the plant unit as needed and performs various tasks, including reception, office supply maintenance, accounts receivable, and payables.

• Time will be spent in the office.

• The Plant Administrative Assistant reports to the Plant Manager.

RESPONSIBILITIES MAY INCLUDE:

• Retrieve messages from voice mail and forward them to appropriate personnel.

• Answer incoming telephone calls, determine the purpose of callers, and forward them to the appropriate personnel or department.

• Take and deliver messages or transfer calls to voice mail when appropriate personnel are unavailable.

• Answer questions about plant openings and provide callers with address, directions, or other information.

• Welcome on-site visitors, determine the nature of business and announce visitors to appropriate personnel.

• Monitor visitor access and issue passes when required. Ensure all visitors and contractors read and understand the company’s safe manufacturing practices.

• Call to schedule appointments and interviews.

• Update appointment calendars.

• Receive, sort, and route mail and maintain and route publications. Sign for and route all office Federal Express and UPS deliveries.

• Maintain fax machines, assist users, send faxes, and retrieve and route incoming faxes.

• Coordinate the ordering and receiving of uniforms for employees. Forward purchase orders for suppliers, distribution and tracking of uniforms.

• Preparing agendas, taking minutes, and servicing meetings as needed.

• Data entry, processing sales and service invoices.

• Assist in all customer service efforts with sales order input, shipping, freight bills, scanning and filing proof of deliveries.

• Ordering and maintaining petty cash, stationary and other office supplies, liaising with contractors and supplier where appropriate.

• Keep clean work area and common spaces.

• Assist in ordering and coordinating all plant events (Open House, community involvement activities, plant visits, holiday party, new hire orientation).

• Assist employees with general information and direct them to the HR Business Partner or HRIS System for resources.

• Order, receive, and maintain office supplies.

• Create and print fax cover sheets, memos, correspondence, reports, and other documents when necessary.

• Perform other clerical duties as needed, such as filing, photocopying, and collating.

JOB REQUIREMENTS:

• High School Diploma or equivalent required, and 3-5 years’ experience required in office administration/finance duties.

• Must be a U.S citizen or a non-U.S. citizen having legal status to reside and work in the U.S. for reasons other than practical training.

• Ability to add, subtract, multiply, and divide into all units of measure using whole numbers, common fractions, and decimals.

• Proven proficiency in computer-based skills, especially Microsoft applications (Word, Excel, PowerPoint). Experience with SAP preferred.

• Strongly developed interpersonal and communication skills.

• Possesses a track record of accomplishment and accountability.

• Strong customer service knowledge and ability to learn.

• Proven commitment and delivery of SHE compliance.

• Makes timely and effective decisions, includes use of good judgment.

• Must have ability to connect and build rapport and relationships with customers and employees at all levels.

• Must have ability to work efficiently with time management and possess organizational skills.

• Regular, predictable, full attendance is an essential job function.

• Note this job description is not designed to contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without prior notice.

PHYSICAL REQUIREMENTS:

• Ability to climb stairs and/or ladders.

• Ability to sit, stand, and walk 6-8 hours daily.

• Ability to wear PPE, including, but not limited to, hard hats, safety glasses, and steel-toe footwear that meets ASTM F-2413-2005 standards.

• The employee will be required to: read, communicate verbally and in written form, remember and analyze information, and remember and understand all instructions and guidelines.

• While performing the duties of this job, the employee may be required to stand, walk, and sit. The employee is frequently required to use their hands to touch, handle, and feel and to reach with hands and arms.

• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

• Capable of lifting heavy objects up to 30 pounds.

TRAVEL REQUIREMENTS:

• Travel is rarely required. Travel to other cities or manufacturing facilities may be necessary for training or benchmarking purposes.

Safety is the most important part of all jobs within WL Plastics; therefore, candidates and employees must be able to demonstrate the ability to initiate, lead, and uphold safety policies, procedures, and housekeeping standards at all times.