Administrative Assistant - Load Lot

Load Lot Administrative Assistant The Load Lot Administrative Assistant provides administrative and operational support for the Load Lot by coordinating daily office activities, maintaining department records, preparing reports, supporting communication across departments, and assisting with logistics and shipping documentation. This position serves as the primary administrative resource for the Plant Manager, Load Lot Supervisors, and Logistics team, helping ensure the efficient operation of the facility through exceptional organization, communication, and customer service. The ideal candidate is detail-oriented, highly organized, adaptable, and thrives in a fast-paced manufacturing environment. Key Responsibilities: Administrative & Office Support Answer and professionally direct incoming phone calls. Greet and assist employees, visitors, drivers, vendors, and customers in a courteous and professional manner. Provide daily administrative support to the Plant Manager, Load Lot Supervisors, and departmental leadership. Prepare reports, spreadsheets, correspondence, presentations, and other administrative documents as requested. Maintain organized electronic and paper filing systems. Order and maintain office supplies and administrative materials. Serve as the primary administrative resource for the Load Lot office, providing cross-functional support to Load Lot, Logistics, Human Resources, Safety, and other departments as business needs require. Maintain flexibility to assist with a variety of administrative and operational tasks that contribute to the efficient operation of the facility. Perform other duties as assigned. Communication & Department Coordination Maintain employee bulletin boards, postings, and visual communications to ensure information is current, accurate, and visually appealing. Send reminders, announcements, and updates to supervisors and managers to support effective communication across the department. Coordinate administrative communication between the Load Lot, Logistics, Human Resources, Safety, Maintenance, Accounting, and other departments as needed. Maintain a professional, organized, and welcoming office environment. Attendance & Department Reporting Notify supervisors of employee call-ins and attendance updates. Maintain an accurate employee roster and headcount for all Load Lot employees, including 1st Shift, 2nd Shift, and Gate 5 operations. Communicate daily attendance information to Human Resources, including employee absences and reported reasons (e.g., PTO, medical appointments, approved leave, etc.). Prepare and distribute weekly employee rosters for supervisors and managers. Compile reports, spreadsheets, and operational data for the Plant Manager, Load Lot Supervisors, and other leaders as requested. Documentation & Records Management Organize, maintain, and file operational paperwork and departmental records. Scan and upload documents into DocLink or other electronic recordkeeping systems. Maintain department files in accordance with established document retention practices. Print, distribute, collect, and file required operational and safety documentation, including toolbox talks and other departmental forms. Maintain accurate spreadsheets, tracking logs, and administrative records that support department operations. Logistics & Shipping Support Partner closely with the Logistics Department to support daily shipping and receiving operations. Print shipping labels, bills of lading, manifests, customer paperwork, and other shipping documentation. Assist with coordinating inbound and outbound customer loads. Prepare, organize, and distribute shipping documentation to ensure accuracy and timely processing. Assist with receiving deliveries and processing related documentation as needed. Support administrative activities that contribute to efficient Load Lot and Logistics operations. Purchasing & Receiving Support Order office supplies, operational materials, and other department needs through approved purchasing systems. Receive deliveries and distribute materials to the appropriate departments. Process receiving documentation and maintain organized records for accounting and operational purposes. Employee Support & Workplace Coordination Assist employees with general administrative requests and direct them to the appropriate department or resource when needed. Help coordinate employee appreciation events, recognition activities, holiday decorations, and workplace engagement initiatives. Prepare meeting rooms and common areas for meetings, training sessions, and special events. Foster positive working relationships with employees, supervisors, Logistics personnel, customers, drivers, vendors, and visitors while representing the Company in a professional manner. Key Performance Indicators (KPI's): Submission of daily attendance reporting to Human Resources and Plant Leadership. Timely completion of requested reports and administrative assignments. Accuracy and completeness of shipping and receiving documentation. Organization and maintenance of department records and filing systems. Timeliness and effectiveness of department communications. Office organization and availability of office supplies. Responsiveness and support provided to Plant Leadership and the Logistics team. Professionalism and quality of interactions with employees, customers, vendors, and visitors. Decision Making Authority: This position exercises independent judgment in prioritizing daily administrative responsibilities, organizing workload, maintaining office operations, and coordinating administrative support across multiple departments. The position does not have authority to hire, discipline, evaluate, or terminate employees, administer payroll or attendance records, or make employment-related decisions. Required Qualifications: Education High school diploma or GED required. Associate degree in Business Administration, Office Administration, or a related field preferred. Experience Minimum of two (2) years of administrative, clerical, or office support experience. Experience in a manufacturing, logistics, warehouse, transportation, or industrial environment preferred. Experience preparing reports, maintaining records, and supporting multiple leaders is preferred. Knowledge, Skills & Abilities (KSA's) Excellent organizational and time management skills. Strong attention to detail and commitment to accuracy. Excellent verbal, written, and interpersonal communication skills. Ability to manage multiple priorities in a fast-paced environment. Strong customer service skills with a professional and positive attitude. Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Ability to learn company software systems, including document management and shipping applications. Ability to maintain accurate records and prepare reports. Ability to work independently while collaborating effectively with multiple departments. Strong problem-solving skills and initiative. Flexibility to adapt to changing priorities and operational needs. Physical Requirements: Work is performed primarily in an office environment located within a manufacturing and Load Lot facility. Frequently sit while performing computer and administrative work. Regularly stand and walk throughout the office, yard, and production areas. Frequently use hands and fingers to operate computers, telephones, printers, copiers, and other office equipment. Occasionally bend, stoop, kneel, reach, push, pull, and climb stairs. Occasionally lift, carry, push, or move office supplies, materials, or packages weighing up to 50 pounds. Ability to communicate effectively in person, by telephone, and electronically. Ability to move throughout the facility to support daily operational needs. Work Environment: Primarily office-based within an active manufacturing and Load Lot operation. Frequent interaction with supervisors, production employees, Logistics personnel, truck drivers, vendors, customers, and visitors. Regular exposure to warehouse and yard environments, including moving equipment, forklifts, varying temperatures, dust, and noise. Required to follow all Company safety policies and wear appropriate personal protective equipment (PPE) when entering operational areas. Success Measures: Within the first 12 months, the employee is expected to: Complete all required training. Demonstrate competency in Tarter USA