Factory Administrative Assistant

Job Description

Job Description

Factory Administrative Assistant

Summary:

The Administrative Assistant will support the factory office in general operations, performing administrative/clerical duties, and keeping inventory.

Essential Duties and Responsibilities:

As Factory Administrative Assistant you will:

Perform Regular Administrative Duties:

• Answer phone lines and direct phone calls appropriately.
• Manage the front desk functions, greet and direct visitors, including factory tour visitors.
• Coordinate all office supply requests and maintain office supply room inventory.
• Organize and maintain storage and conference rooms. Keep updated schedules of conference room use.
• Maintain a clean and orderly employee meal/break room, and replenish kitchen supplies.
• Perform clerical duties, including use of e mail, word processing, and spreadsheets.
• Prepare purchase orders for procurement of product (raw materials), services, and office supplies.
• Determine material requirements, generate and place purchase orders.
• Assist the production teams in analyzing inventory levels, reorder points, and material shortages (using Excel).
• Keep track of delivery schedules and verify receiving documents and items.
• Perform inventory control, ensuring that supplies are in stock by conducting monthly inventory.
• Coordinate daily factory tours for visitors
• Coordinate new hire training for employees
• Maintain high sanitation and workplace safety standards in compliance with SQF,HACCP,FDA requirements and OSHA regulations to ensure readiness for third-party audits and regulatory inspections.
• Data entry for the production management system.
• Perform any other duties as assigned.

Perform Food Safety Duties:

• Perform common areas inspection for cleanliness
• Follow established Good Manufacturing Practices and Food Safety policies and procedures
• Provide feedback on continuous improvement opportunities.
• Ensure records are legible, clear, concise and accurate.
• Report to Management evidence of intentional or unintentional product contamination.

Role Qualifications:

• A high school diploma, or GED.
• 5+ years of administrative experience.
• 3+ years of purchasing experience preferred.
• Excellent communication, interpersonal, and writing skills.
• Advanced knowledge of Microsoft Office (Word, Excel, Outlook).
• Ability to prioritize and handle multiple tasks in a fast paced environment.
• Have flexibility as business needs change.
• Maintain excellent organization and have high attention to detail.
• Maintain discretion and handle confidential information with sensitivity.
• As the face of Yakult to visitors, maintain a reliable, pleasant and professional demeanor.
• ADP / payroll experience highly preferred

Qualification Guidelines:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

Successful Candidates/Employees of this position must have a high school diploma or GED, with a minimum of one year of experience within a human resources department.

Language Ability:

The position requires the ability to read and comprehend instructions, short correspondences, and memos. The position also requires the ability to compose short correspondences and reports, and the ability to effectively present information in one-on-one, small group situations and to other employees, consumers, and audiences in/out of the organization; This position requires effective verbal and written communication in English.

Math Ability:

The position requires the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability:

The position requires the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exits. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

The position requires experience with computers, Windows proficiency, experience with e-mail, and working knowledge of Microsoft Word, Microsoft Excel, PowerPoint, Internet, and other appropriate software. Knowledge of ADP or other payroll software is a plus.

Supervisory Responsibilities / Department Interaction:

None / All Departments and Branch Offices.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing the duties of this job, the employee must possess the ability to sit in a normal seated position for extended periods of time; stand in place for long periods of time; walk; balance; bend, stoop and kneel regularly; talk or hear. This position requires the employee have the ability to have full range of upper body motion in order to occasionally lift stock. The employee may be expected to lift, move and carry records and documents typically weighing 20 pounds or less. In addition may be expected to lift product and boxes typically weighting 50 pounds or less. Requires the ability to perform repetitive tasks for prolonged periods of time as well as fine finger and broad manual dexterity, and eye-hand-foot coordination in order to operate equipment. Work may require strenuous mental activity. Must be able to drive and have reliable transportation.
• Work environment: While performing the duties of this job, working conditions consist primarily of a temperature-controlled office environment. The noise level in the work environment is usually low to moderate.