Office Administrator

The Office Administrative Assistant provides administrative and clerical support to ensure the efficient operation of the office/plant. This role is responsible for managing daily office activities, coordinating communications, maintaining records, scheduling meetings, and supporting various departments with administrative tasks. The ideal candidate is organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a fast-paced environment. This position plays a key role in maintaining an organized, productive, and professional office environment while supporting employees, customers, and business operations.

Customer Service Duties:

• Establish relationship with customers and ensure that any complaints are resolved in a satisfactory manner obtaining guidance/approval from supervisor when necessary
• Responsible for order entry and/or maintenance for assigned accounts and files any customer paperwork such as shipping documentation or customer orders in a timely fashion
• Review plant delivery schedules versus requested dates and resolves any conflicts by tracking and communicating any changes and potential service issues to the customer
• Communicate order confirmations, changes and cancellations to both customers and internal MPSR team members
• Submit Delivery Receipts for billing after shipment. Prepare Credit Memo’s for any customer issues as needed
• Prepares necessary reports for Plant Management and customers such as inventory and open order reports and tracks shipments associated with invoices  
• Processes plant claims which include any deductions for shortages, quality issues and any miscellaneous items
• Performs other duties as assigned

Production Support Duties:

• Printing out work orders
• Reporting daily production
• Putting data from multiple sources together on a spreadsheet, making graphs of data, putting together Power Point presentations, and other varied admin tasks.
• Will be required to work hands-on and on the production floor with the production supervisors to coordinate orders.
• Responsible to confirm work orders are released correctly and any issues are resolved quickly.
• Will be required to work with an offsite Customer Service Representative 

Accounts Payable Duties:

• Codes and Enters invoices
• Completes 3-way match
• Resolves any errors with receipts (unmatched report)
• Reconciles any price difference from PO and invoice
• Maintains records for AP
• Prepares documents for controller to prepare month-end accruals (req. forms/packing slips without invoices etc.)
• Communicate payment information to vendors as requested
• Completes orders for all office supplies and janitorial supplies as well as any misc. items needed for plant
• Restock breakroom and office supplies.
• Maintains capital files
• Checks production entered against production reported
• Signs for packages
• Signs vendors and visitors in/out as needed
• Other duties as assigned by Production or Plant Manager

Administrative Human Resources Duties: 

• If needed assist Supervisors, Managers and HR Generalist/Manager with tracking PTO/vacation requests for all employees.
• Keep all employee communication boards up to date and organized including federal and state postings per HRG/HRM guidance.
• Act as liaison between employees and management for basic HR related questions such as how to update Direct Deposit info or what is the Benefits number etc.  Direct employees to HRG/HRM for questions beyond the basics.  This role does not have any decision-making authority and should not provide advice to employees.
• Track and coordinate any plant celebrations.
• Coordinate and order lunches/dinners as needed for trainings and/or guest visits.
• Collect confidential employee items, such as Doctors notes, when HRG/HRM not onsite.      Store securely until HRG/HRM is onsite or file accordingly per HRG/HRM guidance.
• Assist HRM with Open Enrollment activities and communications if requested
• Conduct pre-employment mouth swab drug tests once trained.
• Conduct hourly new hire onboarding in person using the Oracle platform when HRG/HRM not present. This includes electronic I9/E-verify.
• Can phone screen hourly candidates once trained by HRG/HRM
• Can help coordinate, schedule and participate in onsite job fair events as needed.
• Other administrative duties assigned by HRG/Manager

Requirements: 

• Minimum of a High School diploma/GED.  Associates or bachelor’s degree preferred but not required
• 5-7 years’ Office Administrative experience required
• Microsoft Office Suite – basic to above average computer skills including Excel
• Ability to perform basic quantitative skills required & CRM experience preferred
• Ability to work with all areas of the business including plant and sales personnel.
• Professional verbal and written communication skills.
• Bilingual English/Spanish a plus but not required
• Always conduct oneself with highest level of professionalism.
• Strong customer service advocacy and problem-solving skills

Physical requirements:

• Ability to sit and stand for extended periods of time
• Ability to lift up to 35lbs occasionally.
• Ability to wear all safety PPE required such as steel-toed shoes and earplugs when walking the plant floor.
• Ability to work/walk on the plant floor in a non-climate controlled environment. Temperatures in Spring/Summer 90+ degrees.