Administrative Assistant

The businesses of Merck KGaA, Darmstadt, Germany•Allentown, PA

51d•$20 - $31•Onsite

About The Position

As an Administrative Assistant, you will provide essential support to this growing distribution site within our Life Sciences division. Serving as the primary point of contact for the facility, you will manage material procurement, process site paperwork, and generate the daily reports used by management to track operations. This is a versatile and exciting role where you will gain hands-on experience with our organizational policies and play a key part in maintaining site documentation and SOPs. You’ll be responsible for assisting employees, visitors, and vendors alike, ensuring smooth daily operations across the office. While you will work independently in the front office, you will also collaborate closely with supervisors and staff in the warehouse to support various projects and site goals.

Requirements

High School Diploma or GED
1+ year of professional administrative experience

Nice To Haves

Associate or Bachelor’s degree in any discipline
Advanced proficiency in Microsoft Word and Excel, with a working knowledge of Microsoft Access
Solid mathematical aptitude for accurate data entry and reporting
Excellent communication skills, with the ability to interact effectively in person, over the phone, and via email
A proven track record of reliability and consistent attendance
Strong organizational skills and the ability to stay on task in a fast-paced environment
A professional and approachable demeanor when representing the site
High level of discretion and the ability to use sound judgment and diplomacy when handling sensitive information
Ability to prioritize a shifting workload and stay flexible when moving between different assignments
Capability to work independently while effectively collaborating with management and warehouse staff
Strong critical thinking skills, with a focus on attention to detail and seeing tasks through to completion

Responsibilities

Manage front office operations for a dual-building site, ensuring daily activities run smoothly and professionally
Maintain and organize all physical filing systems to ensure records are accurate and easy to access
Utilize the corporate document management system to assist with drafting, updating, and retrieving local SOPs and forms
Generate daily management reports by pulling and analyzing data from SAP, Microsoft Excel, and Microsoft Access
Support the onboarding process for new personnel, handling administrative steps
Monitor inventory levels and purchase building supplies through SAP and corporate vendor websites to prevent shortages
Coordinate with external vendors and site management to schedule and oversee various facility services
Direct incoming calls and serve as the main point of contact for visitors and vendors arriving at the site
Facilitate safety onboarding for on-site vendors to ensure compliance with plant safety regulations
Assist employees with various administrative needs and daily requests to support site operations
Participate in process improvement initiatives and special projects to help increase office efficiency