Administrative Assistant

Administrative Assistant

Join the Mahaska Team as our Administrative Assistant. Mahaska is proud to be an Equal Opportunity Employer and encourages people of all walks of life to apply today! We are seeking a highly organized and proactive Administrative Assistant to join our team. In this key role, you will be responsible for demonstrating professional, effective, and tactful communication—both written and verbal—with customers, vendors, colleagues, and departments across the Mahaska organization. The ideal candidate will be adept at fostering positive relationships and ensuring smooth communication between various teams and external partners.

Job Requirements:

• Strong communication skills, both verbal and written, with the ability to effectively interact with employees, customers, and other stakeholders.
• Proficiency in creating clear, concise written communications for internal and external use.
• Solid computer skills, with experience in Office Suite (Docs, Sheets, slides) and company-specific programs.
• Basic math skills for handling calculations and data entry.
• Strong memorization abilities, with the capacity to recall company policies, employee names, positions, and other important details.
• Ability to analyze and interpret data, ensuring accurate and insightful decision-making and reporting.

Job Duties:

• Greet customers and guests in a friendly and professional manner to foster positive company goodwill.
• Provide accurate and helpful information to walk-in sales customers and vendors.
• Answer phones with a pleasant tone, conveying to customers that their business is appreciated. Develop a strong understanding of all business operations to answer customer inquiries effectively.
• Route incoming calls promptly to the appropriate department or personnel.
• Record and manage vending service call-ins.
• Ensure Mahaska Markets routes are counted, reconciled, and recorded according to Par level standards; ensure Mahaska Bottling Company routes are counted, reconciled, and recorded in VIP system.
• Maintain up-to-date phone directories, extensions, and route lists.
• Check office equipment regularly to ensure proper operation, including paper supply, toner, ribbons, etc. Coordinate repairs with the Chief of Operations when necessary.
• Inventory and purchase office supplies, ensuring the Chief of Operations approves large quantities or high-dollar items.
• Prepare mailings and assist with courier shipments.
• Pick up, open, and distribute incoming mail daily.
• Communicate regularly with the Human Resources department regarding new hires, benefits, and terminations.
• Assist in the recruiting process by scheduling drug screens and physical exams.
• Reconcile the petty cash box every month.
• Serve as the Chief of Operations' Secretary, including tasks such as expensing, scanning, copying, reporting, and handling phone messages.
• Ensure reliable and regular attendance, contributing to the smooth operation of the office.

Excellent benefits and company perks!! Our benefit packet includes: Health, RX, Dental, Company paid Life Insurance policy for full-time employees, Additional, spouse and child life insurance, 401 (k), paid personal days, and paid vacation. All are eligible on the 1st of the month following 60 days of employment! At 1 year of service, you will get a chance to meet with our 3rd party financial advisors to help you with your financial planning needs. Company Perks include: We also offer employee product discounts, and college scholarships for our employees & dependents. We also have an onsite Market where you can get company products during the day at discounted prices! Mahaska is an Equal Opportunity Employer. All job offers are contingent upon passing the pre-employment background check and drug screening process. Mahaska encourages qualified candidates to submit their applications if they think they would be a good fit for the position, even if they have a concern that their background check or drug screen results may not meet the company's expectations. A positive result on these screens does not automatically mean employment will be denied. Please submit your application and answer the screening questions honestly as each report is reviewed individually to determine if a candidate will proceed with employment and any information provided during the application process will be considered as part of the decision-making process. Upon hire, all new employees are required to provide documentation of their eligibility to work in the United States. Applicants must currently be authorized to work for ANY employer in the United States. Mahaska is unable to accept applications that would require sponsorship of an employment Visa at this time. Mahaska is an Equal Opportunity Employer. All applicants will be considered for employment regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.