Administrative Assistant - Medley, FL

Pella Corporation•Medley, FL

3d•Onsite

About The Position

SUMMARY The Administrative Assistant provides administration and general office support with a variety of clerical activities and rel ated tasks. The Administrative Assistant will be responsible for answering incoming calls, directing calls to appropriate team members, manages administration appointments and calendars, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties. Responsibilities DUTIES & RESPONSIBILITIES Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member for this job. Duties, responsibilities, and activities may change at any time with or without notice. Work with various leaders and other staff members. This includes the handling of confidential information and efficiently utilizing various computer systems that will assist with the purposes of maintaining records and other processes. Develops and maintains office forms and procedures and assists with administrative tasks Greets and Directs visitors entering the building Maintains and coordinates various meeting room schedules Maintains administrative calendars Assist with employee activities support and coordinate catering/meals for special events, team member orientation, Custom College, Kaizen events, etc. Acquires new ID badges supporting plant management Answers telephones and directs the caller to the appropriate team member. Will transfer a caller to voice mailbox when appropriate. Provides callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information Prepares outgoing mail; sorts and distributes incoming mail Scan statements, payments, invoices, and daily orders into files Duplicates and distributes materials Manages office supply room Create and/or update various department manuals or plant postings Maintain a professional personal presentation Assists customers with the use of department facilities Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.) Ensure cleanliness and maintain the front desk/reception area Assist if needed with coordination for focus groups/communication meetings/staff meetings including taking meeting notes. ELL Support (business documents/processes) Scheduling onsite interviews for candidates Funeral announcements and ordering flowers Internal communication distribution Assist with managing plant swag gifts inventory Maintaining communication boards New employee announcements Order and coordinate birthday, anniversaries, and holiday cards Maintain calendars for birthdays, anniversaries and holidays Maintain site Organizational Charts Maintain Safety training schedule calendar Support booking travel accommodations for staff Manage employee recognition gifts inventory and maintain tax gross-ups on gift cards Vending company management Support onboarding and new hire orientation Support community relationships and activities Performs other duties, tasks, and projects as assigned

Requirements

High School Diploma or equivalent
At Least One year of administrative experience
Proficiency in communication/telephone/customer service skills and be self-motivated
Ability to work in a team environment and maintain regular attendance
Knowledge of administrative and clerical processes and procedures
Computer proficiency and using MS Office Suite, Adobe, etc.
Excellent communicator including verbal and written skills
Politeness, Patience, and Professionalism
Ability to work well under pressure
Accepts and completes assignments with minimal supervision.

Nice To Haves

Bi-lingual preferred (English and Spanish)

Responsibilities

Work with various leaders and other staff members.
Develops and maintains office forms and procedures and assists with administrative tasks
Greets and Directs visitors entering the building
Maintains and coordinates various meeting room schedules
Maintains administrative calendars
Assist with employee activities support and coordinate catering/meals for special events, team member orientation, Custom College, Kaizen events, etc.
Acquires new ID badges supporting plant management
Answers telephones and directs the caller to the appropriate team member.
Will transfer a caller to voice mailbox when appropriate.
Provides callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information
Prepares outgoing mail; sorts and distributes incoming mail
Scan statements, payments, invoices, and daily orders into files
Duplicates and distributes materials
Manages office supply room
Create and/or update various department manuals or plant postings
Maintain a professional personal presentation
Assists customers with the use of department facilities
Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
Ensure cleanliness and maintain the front desk/reception area
Assist if needed with coordination for focus groups/communication meetings/staff meetings including taking meeting notes.
ELL Support (business documents/processes)
Scheduling onsite interviews for candidates
Funeral announcements and ordering flowers
Internal communication distribution
Assist with managing plant swag gifts inventory
Maintaining communication boards
New employee announcements
Order and coordinate birthday, anniversaries, and holiday cards
Maintain calendars for birthdays, anniversaries and holidays
Maintain site Organizational Charts
Maintain Safety training schedule calendar
Support booking travel accommodations for staff
Manage employee recognition gifts inventory and maintain tax gross-ups on gift cards
Vending company management
Support onboarding and new hire orientation
Support community relationships and activities
Performs other duties, tasks, and projects as assigned