Administrative Assistant

Glanbia•Mooresville, IN

12d•Onsite

About The Position

The Administrative Assistant is responsible for a variety of office duties including answering phones, greeting and directing the flow of onsite vendors, suppliers, service providers, job applicants and other visitors. This employee provides administrative assistance to managers and other office staff, and serves as the first point of contact for providing excellent customer service and maintaining a constant flow of communication between the office and other individuals or departments within the organization including the plant, the warehouse, sales, and route drivers. The incumbent relays incoming calls to appropriate parties, takes messages when necessary and maintains a pleasant demeanor at all times.

Requirements

The ability to process multiple/simultaneous phone calls and visitors is required
Maintain, understand and use basic forms and spreadsheets for tracking and communication purposes
Excellent communication skills, telephone etiquette and the ability to work under pressure is required
Sound interpersonal skills to deal with employees, the general public and vendors on a professional basis
The ability to gather data or take direction for on-going and special administrative projects while delivering a quality product
Ability to use personal judgment skills to respond professionally to a variety of day-to-day situations requiring different actions and knowledge of priorities and commitments
Work consists of a wide-range of duties requiring knowledge of the interrelationships of departments and offices
The ability to maintain business confidentiality
Knowledge of the invoicing process
Knowledge of the purchasing/ordering process
General customer service skills (customer-centric phone skills, maintaining a pleasant demeanor, etc.)
Experience with Microsoft Word, Outlook, PowerPoint, and Excel required

Nice To Haves

previous experience with payroll systems and/or accounting systems (especially QuickBooks) preferred

Responsibilities

Provides administrative assistance to managers and other co-workers
Works with Safety Manager in updating SDS (Safety Data Sheets) book
Works with HR Manager in tracking and updating General Liability documentation for service providers
Coordinates purchasing of birthday cards and gift cards
Maintains a truck wash schedule for Procurement as requested by Quality Assurance
Records free goods in conjunction with the sales team
Answers phones, transfers calls, and takes/relays messages as necessary
Greets and assists all visitors of sterling technology
Maintains inventory of all office supplies; orders special supplies when requested
Calls in supply orders; orders online when appropriate
Takes product orders from walk-in customers
Creates new timecards each week for hourly staff, places and collects timecards from break room
Distributes incoming documents to various departments, scans and files for office as requested
Maintains the copy machine by filling paper, distributing copies and tracking copy counts
Run credit cards for pre-paid customer invoices
Prepares outgoing mail, transfers funds to postage meter and maintains all postage updates
Assists Controller in producing a variety of payments/checks and entering invoices in software
Enters all new producers into the system; prepares and sends out producer checks for over 485 dairies on a monthly basis; tracks incoming colostrum received on a daily basis
Queries freight rate quotes as requested
Schedules trucks for outbound and some inbound shipments, calls in or schedules online pick-ups, creates bills of lading, maintains monthly tracking schedule calendar
Provides back up for other office employees when they are gone; taking orders, invoicing, and customer service
Maintains the appearance of the front office and conference room
Assist with purchasing, as requested
Responsible for the creation and maintenance of Accounts Payable files