Office Administrator

Lesaffre Group Openings•West Chester, PA

1d•Onsite

About The Position

The primary objective of the plant Office Administrator is to ensure that all administrative needs within the Envera LIC, LLC facilities are met; to ensure the efficient and cost-effective operation of the office; and to provide direct administrative support to the HR Business Partner, General Manager, Director of Sales & Marketing, and other department managers. The Office Administrator reports directly to the HR Business Partner. Essential Duties and Responsibilities include the following and other duties as assigned. Primary Duties Promotes, leads, and adheres to a culture of safety awareness and engagement in compliance with the company’s safety policies. Ensure that all administrative and clerical needs within the facility are being met in accordance with specified professional standards as prescribed by company management. Lead the coordination of employee engagement activities and meetings, as well as compose team communications through various platforms (quarterly meetings, workplace postings, etc.) Assist with the processing of onboarding activities including ensuring pre-employment paperwork is completed, organizing orientation paperwork, reserving rooms, generating communications. Maintain office procedures, systems, workflow, and resolve office concerns. Maintain a working knowledge of all office equipment/systems for problem resolution and assisting employees (Microsoft Outlook/Teams, HSI and Salesforce) Maintain physical aspects of the office space in an effective manner, managing the maintenance and organization of the environment, collaborating with Maintenance and IT teams, when necessary. Manage the employee process including scheduling interviews, onboarding details. Manage the employee uniforms process in coordination with the Industrial and Lab departments. Manage office supplies inventory and procurement of necessary equipment, materials, or items for the office. Process invoices in accordance with established procedures and serve as point of contact for internal and external questions concerning invoicing. Welcomes guests and customers by cheerfully greeting them, in person or on the telephone, answering or directing inquiries. Directs visitors by maintaining employee and department directories, giving instructions. Coordinate lunch ordering for company. Sort, distribute, process incoming and outgoing correspondence (i.e., mail, letters, memos, proposals, dictation tapes, reports, and presentation assembly, binding, collate, file, photocopying, expense statements, etc.) Files financial reports in a timely manner in accordance with preferences (i.e., paper files, binders, electronic, etc.) Complete administrative support required by the plant HR and Plant Manager, including word processing, creating spreadsheets, arranging appointments, running company errands, and coordinating travel needs. Secondary Duties Other duties as assigned. Supervisory Responsibilities This job has no direct personnel supervisory responsibilities. Environmental, Safety, Quality, and Legal Requirements. Understand and follow all environmental, safety, quality, and legal regulations for the area in which they work.

Requirements

Requires developed office skills, computer experience and competence in using current office software.
Advanced knowledge of Microsoft Office (including Word, Excel, Access and e-mail) required.
This position requires a high level of multitasking in a fast-paced environment while maintaining excellent customer service.
Ability to organize and prioritize assignments to meet deadlines required.
Demonstrates a high degree of self-motivation and initiative.
Must be adaptable and flexible in dealing with a variety of priorities and people.
Must be comfortable working in ambiguous and/or stressful situations.
Must maintain confidentiality of information.
Excellent organizational and leadership skills.
Familiarity with office management procedures and basic accounting principles.
Must be detail oriented with the ability to think clearly and multitask in a fast-paced environment.
Bachelor’s Degree or equivalent experience of minimum 3 years’ experience in an office environment and/or working on an HR team.
Experience using a CRM system, preferably Salesforce.
Outstanding communication and interpersonal abilities.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Must hold valid driver’s license.

Responsibilities

Promotes, leads, and adheres to a culture of safety awareness and engagement in compliance with the company’s safety policies.
Ensure that all administrative and clerical needs within the facility are being met in accordance with specified professional standards as prescribed by company management.
Lead the coordination of employee engagement activities and meetings, as well as compose team communications through various platforms (quarterly meetings, workplace postings, etc.)
Assist with the processing of onboarding activities including ensuring pre-employment paperwork is completed, organizing orientation paperwork, reserving rooms, generating communications.
Maintain office procedures, systems, workflow, and resolve office concerns.
Maintain a working knowledge of all office equipment/systems for problem resolution and assisting employees (Microsoft Outlook/Teams, HSI and Salesforce)
Maintain physical aspects of the office space in an effective manner, managing the maintenance and organization of the environment, collaborating with Maintenance and IT teams, when necessary.
Manage the employee process including scheduling interviews, onboarding details.
Manage the employee uniforms process in coordination with the Industrial and Lab departments.
Manage office supplies inventory and procurement of necessary equipment, materials, or items for the office.
Process invoices in accordance with established procedures and serve as point of contact for internal and external questions concerning invoicing.
Welcomes guests and customers by cheerfully greeting them, in person or on the telephone, answering or directing inquiries.
Directs visitors by maintaining employee and department directories, giving instructions.
Coordinate lunch ordering for company.
Sort, distribute, process incoming and outgoing correspondence (i.e., mail, letters, memos, proposals, dictation tapes, reports, and presentation assembly, binding, collate, file, photocopying, expense statements, etc.)
Files financial reports in a timely manner in accordance with preferences (i.e., paper files, binders, electronic, etc.)
Complete administrative support required by the plant HR and Plant Manager, including word processing, creating spreadsheets, arranging appointments, running company errands, and coordinating travel needs.
Other duties as assigned.