Administrative Assistant

Bundy Baking Solutions•Westerville, OH

48d•Onsite

About The Position

Synova is seeking an Administrative Assistant to 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

Welcomes customers, visitors, and drivers to the plant, ensures they sign in, and connects them to the proper personnel
Answers and transfers telephone calls using good verbal skills, maintains good communication, and escalates 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, verify consumables from Amazon, Uline, Grainger Etc. to keep the office supplied conduct inventory counts as needed to maintain stock
Ensuring any paperwork is accurately entered, properly prepared, and delivered to the correct destination
Under Direction of the Office Manager completes the following: Adds new customers, freight companies, and vendors in Macola, Completes billing/invoicing and audits for all transportation PO’s, Create and receive outgoing Purchase Orders as needed, Arrange all freight and transportation, Maintain freight records, BOL, and documents in the Share Drive, Completes billing and invoicing, Assists 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 these personnel if there are production upsets, delays, cancellations etc.
Assist in SOP creation and revision help refine and streamline the processes
Other Business duties as needed
In case of absence, the backup is the Office Manager.