Administrative Assistant

Materion•Brewster, NY

39d•Onsite

About The Position

At Materion, everyone is included, respected and offered opportunity to grow. Join us! This role involves both plant-based and project-based administrative duties. Plant-based responsibilities include developing and posting plant communications, submitting purchase requisitions, reconciling expenses, ordering office supplies, stocking breakrooms, arranging luncheons/dinners, participating in new employee onboarding, coordinating outside services, liaising with the uniform service, managing visitor access and training in the RightCrowd system, acting as a liaison for vending machines, maintaining ETQ trainings, and executing various reports. Project-based responsibilities include collaborating with the Plant Manager and team members on projects, communicating with the Facilities Project Manager regarding AFEs, working with procurement on contract reviews, scheduling vendor visits for quotes, creating purchase requisitions, reporting on project status, and maintaining project documentation to ensure projects flow smoothly.

Requirements

Bachelor’s Degree with accounting or business classes preferred.
Minimum of 4 years of clerical, secretarial, or office experience required.
Administration experience in a Manufacturing firm preferred.
Experience with Microsoft Excel (spreadsheets, formulas, pivot tables).
Experience with Microsoft PowerPoint (creating and manipulating slides).
Experience with Microsoft Word.
Export compliance eligibility for access to U.S. controlled technology (ITAR and EAR).
Must qualify as a U.S. citizen, U.S. National, lawful permanent resident, Asylee or Refugee, or national of a non-prohibited country, or approved for an export license.

Nice To Haves

Experience with SAP (financial piece) preferred.

Responsibilities

Develop, distribute, and post plant communications (email, communication boards, handouts).
Submit purchase requisitions and reconcile expenses.
Order office supplies and stock breakrooms and supply areas.
Arrange luncheons, breakfasts, and dinners.
Participate in onboarding new employees (uniforms, lockers, lunch, safety shoes, business cards).
Coordinate outside services for general plant needs (shredding, records retention, offsite meetings).
Liaise between employees and uniform service to ensure proper uniforms.
Enter visitors in the RightCrowd system and schedule contractor/visitor training (CVT).
Liaise for onsite drink and snack vending machines.
Maintain ETQ trainings for all Brewster and Santa Clara employees.
Execute various reports for the site.
Assist Controller with posting invoices, running variance reports, overtime labor reports, and outstanding purchase orders.
Pick up and distribute mail.
Collaborate with Plant Manager and team members on projects.
Communicate necessary information with Facilities Project Manager regarding AFEs.
Communicate with procurement to ensure contracts are reviewed and acceptable.
Schedule onsite visits with vendors and team members to procure quotes.
Create necessary Purchase Requisitions for projects, ensuring proper accounts are used.
Provide project reporting to team members via email and/or meetings.
Maintain fully executed contract documents and other project documentation.
Ensure projects flow smoothly.