Administrative Assistant

Administrative Assistant

We are seeking a highly organized, detail-oriented Administrative Assistant to support the ODMS team, Training Coordinators, and department leadership. This hands-on role focuses on administrative support, records management, training coordination, and digital documentation. The ideal candidate will demonstrate initiative, strong communication skills, and a commitment to high-quality results in a dynamic, office-based environment.

Key Responsibilities:

• Provide general administrative support to a group of employees and leadership, ensuring smooth daily operations.
• Manage shared files and organize both electronic and physical documents.
• Oversee records retention and records management activities for each plant and functional area.
• Digitize documents and maintain electronic records for easy retrieval and compliance.
• Support training programs by scheduling classes, assigning training, tracking completion, and assisting training coordinators.
• Assist with digital procedure creation and manage associated documentation.
• Provide support for meeting logistics, including booking conference rooms, ordering refreshments, and coordinating visitor access.
• Prepare travel options and process less-complex travel arrangements as needed.
• Collect, scan, and organize receipts; support expense reporting.
• Order office supplies, maintain inventories, and troubleshoot or coordinate maintenance for office equipment.
• Use business software applications (Microsoft Office Suite, etc.) and stay current on new technologies and systems.
• Follow established procedures and escalate issues as appropriate.
• Provide input to improve administrative processes and efficiency.

Required Skills & Qualifications:

• Demonstrated administrative support experience (preferred in records, compliance, training, or documentation environments).
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong organizational and document management abilities with sharp attention to detail.
• Ability to learn and adapt quickly to new systems and technology.
• Strong communication skills, with the ability to work both independently and as part of a team.
• Ability to prioritize tasks, follow directions, and proactively support colleagues.
• TWIC card required (must be obtained or held at time of hire).
• Willingness to wear site-required PPE when entering certain areas.

Ideal Candidate Profile:

• Highly organized, process-driven, and adaptable in changing environments.
• Strong problem-solving skills with a willingness to take initiative.
• Eager to learn, grow professionally, and support a culture of safety and respect.
• Experience supporting training, compliance, or document control functions is a plus.
• Builds effective relationships and communicates clearly with all levels of staff.
• Focused on continuous improvement and high-quality outcomes.

Work Environment & Schedule:

• Primarily office-based, supporting plant and training teams on-site.
• May require occasional travel between buildings/plants within the site.
• Limited PPE required, based on area access.
• Standard daytime schedule, MondayFriday, starting around 7:00 AM. Schedule will be either standard 5x8s or 9/80, to be finalized.
• This position does not require calendar management as a core duty.
• No company purchasing card or credit check responsibilities.

Candidate Priorities:

• Strong administrative support experience
• Excellent organizational and document management skills
• Microsoft Office proficiency
• Ability to quickly learn new systems and technology
• Experience supporting training, compliance, documentation, or records-related functions
• Clear communication and reliability in following established processes

If you're an administrative professional who is organized, process-oriented, quick to learn, and enjoys supporting others, we encourage you to apply!