Administrative Assistant

Administrative Assistant

We are seeking a professional and customer-focused Administrative Assistant to serve as the welcoming face of our organization. In this role, you will provide exceptional customer service while managing front desk operations, handling incoming communications, and supporting general office administrative functions. The ideal candidate will maintain a professional demeanor while efficiently coordinating visitor reception, call management, and various clerical tasks in a dynamic business environment.

Roles and Responsibilities

• Reception & Customer Service: Greet visitors promptly and courteously, determine their needs, and direct them to the appropriate personnel while maintaining a professional and welcoming environment
• Communication Management: Answer and manage all incoming calls professionally, providing excellent customer service by efficiently routing calls to the right team members
• Administrative Support: Perform clerical and word processing tasks including sorting, opening, and distributing incoming mail
• Accounts Payable Processing: Support the plant controller with basic accounting functions including invoice and payment tracking, matching invoices with purchase orders and receivers, verifying merchandise receipt in inventory systems, obtaining proper approvals, and coding invoices to appropriate locations and charge numbers
• Payment Processing: Process check requests, research problem invoices with relevant departments, handle expense items with proper approvals, and prepare approved batches for corporate payment processing
• Purchase Order Management: Create, approve, and review purchase orders; enter receipts for incoming purchases for both inter-company and intra-company transactions
• AP/AR Coordination: Work closely with Accounts Payable and Accounts Receivable teams, report variances to the controller, and assist with scanning, reviewing, and submitting AP documents
• Compliance & Safety: Maintain the highest standards of corporate governance, ensuring all activities comply with company security, HSE policies, and relevant regulations while prioritizing quality, health, safety, and environmental protection
• Continuous Improvement: Actively participate in the company's Quality Management System and identify opportunities for process enhancement
• Professional Development: Engage regularly with management to discuss performance objectives and complete all necessary training to enhance skills and advance career development

Skills / Education

• 3-4 years of general clerical and administrative experience
• Proficient typing and word processing skills
• General computer knowledge and technical aptitude
• Professional attitude with strong customer service awareness and focus
• Excellent verbal and written communication skills with ability to follow instructions
• Ability to work and interact effectively with all levels of personnel
• Strong organizational and time-management skills
• University Degree/Diploma or equivalent with 2-4 years related experience, OR Master's degree with 0-2 years' experience
• Prior receptionist and/or customer service-related experience
• Knowledge of SAP systems would be beneficial