Administrative Assistant I

Description

It is the responsibility of Administrative Assistant I to provide routine administrative and transactional support to the Plant Manager, production planning, purchasing, shipping and Human Resources (HR) as needed. 

Duties and Responsibilities:

• Manage the Plant Manager’s calendar, coordinate meetings, prepare materials, communicate schedule updates, and assist with meeting notes and follow-up items.
• Assist Production Planning department in preparation and distribution of work order packets, confirm required information is included.
• Assist Purchasing department as needed with maintaining supplier order acknowledgements and open purchase order reports, follow up on delivery status, and share discrepancies accordingly.
• Scan, file, and maintain shipping documents, connect records to the correct shipment, and assist with retrieving complete and accurate information.
• Support employee engagement activities by coordinating schedules, communications, materials, and events.
• Welcome visitors, manage sign-in and sign-out procedures, issue visitor badges, and support facility access and security requirements while maintaining a clean, organized, and welcoming reception area following 6S practices. 
• Professionally answer and direct incoming calls accordingly.
• Receive, sort, and distribute mail.
• Provide regular and reliable attendance to support daily operations.
• Works overtime as required.
• Performs other duties as assigned.

Working Environment:

Office environment in manufacturing facility.

Safety and Personal Protective Equipment:

Must adhere to all safety rules in effect for the location while performing job responsibilities, including customer and supplier locations. Must meet requirements for personal protective equipment (PPE) requirements in designated manufacturing areas, including safety shoes and safety glasses. When working off-site, the employee is expected to comply with site-specific safety requirements and instructions.

Direct Reports:

None

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

Schroeder Industries LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Qualifications:

• High school diploma or general education degree (GED) is required.
• One year’s previous front desk and administrative experience is required.
• Excellent knowledge of ERP software, SAP experience is a plus.

Skills and Abilities:

• Proficiency with Microsoft Office products (Excel, Word, Outlook) is required.
• Comfort using scanning equipment and electronic filing systems. 
• Ability to handle sensitive and confidential situations.

Other Requirements:

• Excellent verbal and written communication skills, including phone and email etiquette.
• Strong organization, attention to detail, and accuracy in data entry and document preparation.
• Strong multi-tasking abilities and time management skills.
• Ability to manage competing requests, meet deadlines, and work collaboratively across departments.

Physical Requirements:

Physical Abilities:

Stand - Frequently

Walk - Frequently 

Sit - Constantly   

Handling / Fingering - Constantly    

Reach Outward - Occasionally  

Reach Above Shoulder - Occasionally   

Climb - Not Applicable

Crawl - Not Applicable

Squat or Kneel - Occasionally  

Bend - Occasionally

Lift/Carry:

10 lbs. or less - Occasionally

11-20 lbs. - Occasionally

21-50 lbs. - Not Applicable

51-100 lbs. - Not Applicable

Over 100 lbs. - Not Applicable

Push/Pull:

12 lbs. or less - Occasionally

13-25 lbs. - Occasionally

26-40 lbs. - Not Applicable

41-100 lbs. - Not Applicable

N (Not Applicable) Activity is not applicable to this occupation.

O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs./day)

F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs./day)

C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs./day)