Administrative Manager

PAULO PRODUCTS COMPANY•St. Louis, MO

2d•Onsite

About The Position

The Administrative Manager oversees the daily operation of the St. Louis plant office and its administrative functions, providing support to the Plant Manager, department leaders, and the Customer Service Department as needed. The role manages confidential administrative information and must disclose it only to authorized personnel. Responsibilities span plant administration, hiring and personnel records, payroll review, purchasing, vendor relations, inventory, reporting, compliance, safety documentation, and computer support. The Administrative Manager works with temporary employment agencies and corporate departments, including HR-TMS and Information Services, and supports employee events and plant leadership. The position is based at the St. Louis Division in St. Louis, Missouri, and includes travel to job-related meetings, conventions, and training, potentially requiring overnight stays.

Requirements

High school diploma or High School Equivalency Diploma.
At least 5 years of experience in the same or a related role.
Analytical skills and the ability to review organizational procedures and identify efficiency improvements.
Proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
Strong leadership and problem-solving skills.
Approachable communication style and effective listening and communication skills.
Ability to maintain a high level of confidentiality.
Self-starter who needs little to no supervision and anticipates needs.
Ability to make sound decisions with minimal supervision and proactively anticipate, identify, and resolve problems.
Ability to lead by example, with behavior consistent with words, including attendance, 5S, and safety.
Ability to promote constructive teamwork and a positive work environment focused on plant goals, and to work effectively with team members to identify problems and improvement opportunities.
Valid driver’s license and an acceptable Motor Vehicle Record in compliance with Paulo’s Vehicle Use Policy.

Responsibilities

Provide administrative support for the St. Louis plant and support the Customer Service Department as needed.
Organize and supervise the purchasing system and digital and paper office files in accordance with quality-system and purchasing procedures.
Interpret and understand the Paulo Products Company Team Member Handbook, Union Contract, policies, and procedures.
Work with temporary employment agencies on staffing and payroll management.
Process personnel status-change paperwork, including hires, classification changes, promotions, and terminations, and forward it to HR-TMS for final processing.
Manage plant hiring processes, including pre-employment physicals, drug screens, background checks, Information Services requests, orientation, and required paperwork.
Assist plant management with personnel coaching, corrective action, and team member development.
Serve as the plant liaison to HR-TMS for DOT-related administrative requirements.
Maintain and update hourly and salaried personnel files, vacation schedules, time-off requests, training increases, and learning assignments.
Review production and administrative payroll and maintain supporting documents for HR-TMS payroll processing.
Assist team members with inquiries about the HRIS system, scheduling, benefits, and pay.
Immediately report Workers’ Compensation injuries to the Director of HR and the Safety Stat system, and provide appropriate paperwork to HR-TMS for accurate records and communications.
Provide purchasing customer-service support for billing and paperwork questions, and communicate customer-related issues to plant leadership.
Assist plant leaders with reports and studies; collect, organize, and process plant productivity data.
Work with corporate headquarters to ensure compliance with federal, state, and local regulations.
Maintain the MSDS book and support process control for safety-related items.
Serve as a liaison between the plant and corporate departments.
Coordinate computer training, act as network liaison to Information Services, and provide basic computer training and support.
Analyze internal processes and plan or implement procedural and policy changes to improve operations.
Research prices for supplies, equipment, and services; recommend cost-saving vendor or supply changes.
Maintain and update procedures manuals and checklists related to the position.
Purchase materials and supplies as directed by the Plant Manager and independently maintain office supplies.
Negotiate vendor contracts and act as liaison for services such as janitorial, floor mats, and uniforms.
Support and prepare employee events and planning functions, including business meetings, luncheons, and employee appreciation events.
Manage the General Inventory program, including quarterly counts and reorder levels.
Travel to and participate in job-related meetings, conventions, and training; travel may involve overnight stays.
Perform other duties as assigned.