Administrative Assistant

Bundy Baking Solutions•Westerville, OH

22d•Onsite

About The Position

The Administrative Assistant will support the Office in all processes required by the facility. This role will coordinate the movement of supplies, products, materials, and bulk shipments. The Administrative Assistant will follow regulations, guidelines, and generate the documents required for all shipping and receiving, billing, and Macola functions. They will oversee all drivers, obtain proper paperwork, and schedule incoming and outgoing appointments. This position reports to the Office Manager.

Requirements

Basic computer skills, word processing, and 10-key calculator.
Knowledge of MS Office, Excel, and Word.
Ability to do basic math, proficient in data entry, accurate, and accountable.
Ability to organize, prioritize, and work efficiently, independently, self-starter, energetic, and meet deadlines.
Keen attention to detail and accuracy, sort, check, count, and verify numbers.
Good communication skills: ability to listen, communicate (written and verbal), excellent grammar, spelling and proof-reading skills and follow-up effectively with all staffing levels and customers.
Ability to take guidance, criticism, and coaching from staff to improve processes, performance, and streamlining of departmental functions.
Ability to demonstrate good common sense and sound judgment.
Flexibility to adapt to all situations and work varied hours, possible weekends, or evenings.

Nice To Haves

Transportation/Freight experience preferred.
Macola database knowledge is helpful but not required.

Responsibilities

Welcome customers, visitors, and drivers to the plant, ensure they sign in, and connect them to the proper personnel.
Answer and transfer telephone calls using good verbal skills, maintain good communication, and escalate issues to the Office Manager when needed.
Communicate with freight vendors to process, schedule, write PO’s, receive, and complete billing daily to complete the shipping process.
Set up all weekly UPS pickups, create order paperwork, and ensure pickup, provide tracking, and verify delivery.
Maintain all freight records and BOL’s in the share drive.
Utilize the AP@synovaoil mailbox to process, audit, and adjust PO’s as needed to ensure timely payment of all account payables.
Cover the Sales@synovaoil mailbox in the absence of the Office Manager. Reply, enter quotes, Sales orders, Order acknowledgements, invoices Etc. as needed.
Order, receive, and verify consumables from Amazon, Uline, Grainger Etc. to keep the office supplied.
Conduct inventory counts as needed to maintain stock.
Ensure any paperwork is accurately entered, properly prepared, and delivered to the correct destination.
Under Direction of the Office Manager, add new customers, freight companies, and vendors in Macola.
Under Direction of the Office Manager, complete billing/invoicing and audits for all transportation PO’s.
Under Direction of the Office Manager, create and receive outgoing Purchase Orders as needed.
Under Direction of the Office Manager, arrange all freight and transportation.
Under Direction of the Office Manager, maintain freight records, BOL, and documents in the Share Drive.
Under Direction of the Office Manager, complete billing and invoicing.
Under Direction of the Office Manager, assist in the creation or revisions of Sop’s.
Communicate with the team on any change or adjustments needed for either incoming or outgoing orders from the facility.
Update personnel if there are production upsets, delays, cancellations etc.
Assist in SOP creation and revision.
Help refine and streamline the processes.
Complete other business duties as needed.