Administrative Assistant

USALCO•Fairfield, OH

12d•Onsite

About The Position

The Site Administrator is a highly organized, detail-oriented, and motivated team player who works to ensure smooth office and plant operations. This individual will proactively support various departments, including supply chain management, transportation, accounting, sales, and human resources, while maintaining the high standards of safety, quality, and productivity that are central to USALCO's operations. The role requires a proactive approach, excellent communication skills, and the ability to work both independently and collaboratively to achieve business goals.

Requirements

High School Diploma or GED required.
Minimum of 2 years of prior administrative experience.
Proficiency in Microsoft Excel, Word, SharePoint, PowerPoint, and Teams is required.
Ability to work independently while being an integral part of a team.
Good interpersonal and communication skills, both verbal and written.
Ability to manage and prioritize multiple tasks while maintaining attention to detail.
Must be dependable, flexible, and able to respond to urgent needs as they arise.

Nice To Haves

AA degree in Business Administration or related field preferred.
Experience with ERP systems (e.g., Aptean Ross) and PaperSave is preferred.

Responsibilities

Ensure adherence to all site safety rules, work guidelines, practices, and procedures while performing duties.
Actively participate in safety audits and support safety initiatives across the site.
Greet and welcome visitors to the site in a professional and friendly manner.
Answer phones, sort and distribute mail, and maintain office equipment such as copiers and fax machines.
Organize and process shipping documentation, including Load Orders, Bills of Lading (BOLs), Safety Data Sheets, and labels.
Coordinate with transportation companies for freight pick-up.
Process invoices, track shipping documents, and ensure compliance with shipping regulations.
Participate in the planning and implementation of production processes to facilitate customer order fulfillment.
Work in the ERP system (e.g., Aptean Ross) to receive, code, and transact raw materials.
Maintain accurate records for plant inventories and batch sheets.
Organize miscellaneous paperwork, ensuring compliance with internal guidelines and external regulations.
Assist with the reconciliation of purchasing receipts and invoice processing in systems like Stampli and Certify.
Order and maintain office supplies for the site.
Provide backup coverage for other departments (e.g., transportation, accounting) during vacations or absences.
Perform additional administrative tasks as assigned to support business goals and objectives.
Assist in processing part-time employee payroll and required reporting.
Track railcars and shipments and complete related orders in the system as needed.
Provide assistance and respond to requests from departments such as supply chain management, sales, operations, and human resources.
Be available to work overtime, off shifts, and weekends as necessary.
Perform other duties as assigned to support overall business operations.
Maintain confidentiality of personnel information, company processes, and strategies.