Office Assistant

Office Assistant

Coushatta Forest Products is looking for a new Office Assistant to join our new leadership team in Coushatta, Louisiana. Our growing team is seeking a welcoming and detail-oriented Office Assistant to be the first point of contact for our leadership team, employees, clients, and visitors. In this role, you will coordinate schedules, maintain office files, reports, assist the finance department and support Human Resources functions day to day.

Responsibilities:

• Support and assist the Human Resources Business Partner, Plant Manager, and Senior Accountant
• Post open positions on job boards, the company website, and other approved recruiting channels
• Screen incoming applications against basic requirements and forward qualified candidates to hiring managers
• Schedule interviews, coordinate interview panels, and communicate with candidates professionally and promptly
• Assist with pre-employment steps such as background checks, drug screens, and reference checks as directed
• Prepare new hire packets and ensure completion of required paperwork (I-9, W-4, state tax forms, direct deposit, benefits enrollment, handbook acknowledgments)
• Verify I-9 documentation and complete E-Verify (if applicable) within required timeframes
• Coordinate first-day logistics, including employee biometric badges, PPE issuance, uniforms, workstation setup, and system access requests
• Schedule and help facilitate new hire orientation
• Track onboarding completion and follow up on outstanding items
• Create and maintain personnel files, medical files, and I-9 files in accordance with company policy and legal requirements, keeping each type of record separate and secure
• Enter and update employee information in HRIS(ADP WORKFORCE NOW) and payroll systems as directed
• Schedule required safety trainings (new hire safety orientation, annual refreshers, forklift certification, lockout/tagout, hazard communication, and similar) in coordination with HR and the Safety lead
• Assist with maintaining OSHA-related documentation and safety records as directed
• Serve as a first point of contact for general employee questions regarding policies, paperwork, time off requests, benefits resources, and pay stub access
• Route sensitive, complex, or policy-interpretation questions to the Human Resources Business Partner
• Assist with employee engagement activities, recognition programs, and company communications (postings, bulletin boards, notices)
• Reconcile invoices against shipping and receiving documentation and resolve discrepancies with Operations
• Perform three-way matching of invoices to purchase orders and receiving documents; research and resolve pricing, quantity, or receiving discrepancies with Purchasing, Operations, and vendors
• Process and track employee expense reimbursements and purchasing card transactions
• Assist Finance with month-end close tasks such as gathering documentation, preparing reconciliations, running reports, and verifying that all invoices and bills for the period are recorded
• Prepare reports, spreadsheets, and presentations for the Plant Manager
• Track and compile operational data such as production, shipping, or attendance information as requested
• Answer and route phone calls, greet visitors, contractors, and vendors, and manage visitor sign-in and safety acknowledgment procedures
• Receive, sort, and distribute mail and packages; coordinate outgoing shipments of documents
• Order and maintain office, breakroom, and general supplies within budget
• Perform other related duties as assigned

Work Experience:

• High school diploma or GED required
• Associate degree in business, accounting, human resources, or a related field preferred
• 1 + years of administrative, office, Human Resources, or accounting support experience required
• Experience in a manufacturing, plant, or industrial environment preferred
• Experience with accounts payable, including invoice processing, three-way matching, and vendor payments, strongly preferred
• Exposure to accounts receivable, invoicing, or month-end processes preferred
• Proficiency with Microsoft Office, especially Excel (sorting, filtering, basic formulas) and Word; Outlook for calendar and email management
• Experience with accounting software (such as QuickBooks, Sage, or an ERP system) and HRIS/payroll systems is a plus
• Strong attention to detail and accuracy with numbers and data entry
• Excellent organizational and time-management skills, with the ability to manage competing priorities for multiple departments
• Clear, professional written and verbal communication skills
• Ability to handle confidential employee and financial information with discretion and integrity
• Friendly, approachable demeanor with employees at all levels
• Basic understanding of employment paperwork and safety training requirements preferred

Physical Demands and Work Environment:

• Work is performed primarily in an office setting, with regular time on the plant floor
• Must be able to sit for extended periods and use a computer and phone throughout the day
• Must be able to walk the plant, stand, bend, and occasionally lift up to 25 pounds (supplies, files, packages)
• When on the plant floor, the employee will be exposed to noise, moving equipment, and varying temperatures, and must wear required personal protective equipment (PPE) such as safety glasses, hearing protection, and safety footwear
• Occasional overtime may be required, especially during month-end close or peak hiring periods

Work setting:

• Onsite In-person role (Required)

Hours of Work:

• Days Shift and occasional overtime as needed

Work Environment Manufacturing Plant Physical Demands:

• Outside Sawmill/Plant Location. Noise levels are moderate to high/low depending on the area of the mill and production

Reasonable Accommodations Statement:

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.

Benefits:

• Medical and Prescription Insurance
• Dental Insurance
• Vision Insurance
• Short Term Disability
• Long Term Disability
• Health insurance
• Supplemental Life insurance
• Critical Illness Insurance
• Life and Accidental Insurance
• Employee Assistance Program(EAP)
• 401K W/Company Match
• Paid time off(PTO)