Administrative Assistant

Bay State Milling Company•Phoenix, AZ

5h•Onsite

About The Position

This position is responsible for working directly with Operations, Outside Vendors and Inside Sales. Analyze and organize office operations and procedures such as invoicing, data entry, order taking, order entry, bookkeeping, flow of correspondence, filing, requisition of supplies, perpetual inventory functions and other clerical services. They also assist in all phases of monthly and year end inventories. In addition, this position will provide customers/vendors and employees with exemplary service by accurately processing invoices, responding timely and accurately to company and employee requests.

Requirements

Ability to apply commonsense understanding to carry out detailed and sometimes involved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Must be able to type with ability to utilize computer programs including word processing, Excel, Access, and DBC.
Must be detail oriented.
The position requires the need to function in a team environment and interact with all levels of the organization.
Regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear.
Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Nice To Haves

Ability to communicate in Spanish is a plus.

Responsibilities

Answer incoming phone calls, both vendor & customer.
Process incoming and outgoing mail, UPS and other delivery / shipping systems.
Register all visitors, vendors and contractors into the company computer log. Issue and maintain records of security badges for employees, visitors, vendors and contractors.
Be an on-site liaison for Human Resources, ensuring new hire paperwork and benefit enrollments are complete, maintain employee badge system, etc.
Correlation of purchase orders to be distributed to appropriate personnel for processing; purchase order receipts and journal entry for all log inventories. Manage the Plant Purchasing Cards. Responsible for their use and reconciliation of said receipts.
Complete report receiving of invoices / purchase orders and forwards to Plant Manager for approval and signature.
Distribute purchase orders to Accounts Payable at Corporate Headquarters.
Capital project PO's
Maintain and order all supplies for office and Department mangers as needed.
Log inter-mill, other miller’s flour and ingredient receipts; inventory transaction journal/updates; stock status and period valuation reports.
Provide customers with purchase order or release numbers on their invoices or any other information they may need, to pay them promptly.
Assist with HR employee onboarding administrative duties as needed
Assist and coordinate employee & plant events
Maintain office and clerical duties as assigned
Work closely with vendor and customers weekly
Greet and sign in visitors and vendors