Administrative Assistant

SunOpta•Alexandria, MN

3d•Hybrid

About The Position

The Administrative Assistant will be required to perform administrative and receptionist duties including coordinating/supporting daily site activities and supporting plant manager and management staff. This role involves maintaining a professional image, managing communications, scheduling, preparing reports, and handling office supplies. The position also requires data entry, invoice processing, vendor statement reconciliation, and ensuring accuracy in financial documents. Additionally, the Administrative Assistant will coordinate departmental activities, manage mail, provide administrative support, and maintain confidentiality. A strong understanding of company safety policies and Good Manufacturing Practices is essential, including the use of Personal Protective Equipment (PPE) when required. Other duties as assigned may be part of this role.

Requirements

High School diploma or GED required.
3+ years' experience as an Administrative Assistant, or relevant role, considered an asset.
Ability to type (60) words per minute.
Proficient use of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint) and other related computer applications.
Superior organizational and prioritization skills.
Personable with good communication skills
Must be able to work independently and complete tasks in a deadline-based environment.
Strong attention to detail and a willingness to lend support when and where it is needed.
Maintain a high level of confidentiality in all interactions.
Must be a team player with a positive attitude.

Nice To Haves

Knowledge of Oracle & FSR (Financial Statement Reporting).
Oracle experience a great plus.
Some overtime may be required.

Responsibilities

Maintain a professional image and demeanor with all employees, management, executives, and visitors
Answer questions about organization and provide callers with addresses, directions, and other information
Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel
Maintain/update daily appointments, calendars, and schedule conference rooms
Prepare/assist with compiling reports and presentations
Maintain and monitor office supply inventory levels and place orders as required
Review/prepare documents, reports, and other correspondence materials for the management team
Compile production data in excel and review for accuracy
Courteously receive and screen all in-bound calls, emails, and visitors
Complete and review, invoices, and other relevant monetary documents filing them as necessary
Ensuring that all appropriate approvals are received prior to payment of vendor invoices
Matching up invoices with receiving information into Oracle
Follow through on updating vendor information
Reconciling vendor statements
Receives all parts and supplies into Oracle
Communicate with purchasers any issues and recommends actions to resolve discrepancies.
Verifying the accuracy of invoices, including coding, and approving for A/P processing
Coordinate departmental office activities including career fairs
Prepare travel arrangements where necessary
Review, evaluate and distribute all incoming and outgoing mail
Provide administrative support to all departmental members
Maintain a high level of confidentiality in all interactions
Answer incoming calls, retrieve messages from voicemail and forward them to the appropriate personnel
Willingness to take on any new challenges daily
Understand and follow all company safety policies and procedures and all Good Manufacturing Practices.
Wear PPE (Personal Protective Equipment) when required.
All other duties as assigned.