Office Assistant

LED FastStart•Coushatta, LA

20d•Onsite

About The Position

Coushatta Forest Products is seeking a welcoming, detail-oriented Office Assistant to support its leadership team, employees, clients, and visitors at its Coushatta, Louisiana location. The role is the first point of contact for the office and provides administrative, Human Resources, and finance support. It coordinates schedules, maintains office files and reports, assists with recruiting and onboarding, supports employee questions and safety documentation, and helps with invoice processing, reimbursements, purchasing card transactions, and month-end close activities. The position also prepares reports and operational data, manages office supplies and communications, and handles phone calls, visitors, mail, and packages. The role is performed onsite, primarily in an office setting with regular time on the plant floor. The Office Assistant works day shift, with occasional overtime as needed, especially during month-end close or peak hiring periods. Plant-floor work may involve noise, moving equipment, and varying temperatures, and requires personal protective equipment. The employee must be able to sit for extended periods, use a computer and phone, walk the plant, stand, bend, and occasionally lift up to 25 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Requirements

High school diploma or GED required.
At least 1 year of administrative, office, Human Resources, or accounting support experience required.
Proficiency with Microsoft Office, especially Excel (sorting, filtering, and basic formulas) and Word; Outlook for calendar and email management.
Strong attention to detail and accuracy with numbers and data entry.
Excellent organizational and time-management skills, including the ability to manage competing priorities for multiple departments.
Clear, professional written and verbal communication skills.
Ability to handle confidential employee and financial information with discretion and integrity.
Friendly, approachable demeanor with employees at all levels.
Ability to sit for extended periods and use a computer and phone throughout the day.
Ability to walk the plant, stand, bend, and occasionally lift up to 25 pounds.
Must wear required PPE on the plant floor, such as safety glasses, hearing protection, and safety footwear.
Occasional overtime may be required, especially during month-end close or peak hiring periods.

Nice To Haves

Associate degree in business, accounting, human resources, or a related field.
Experience in a manufacturing, plant, or industrial environment.
Accounts payable experience, including invoice processing, three-way matching, and vendor payments.
Exposure to accounts receivable, invoicing, or month-end processes.
Experience with accounting software such as QuickBooks, Sage, or an ERP system, and HRIS/payroll systems.
Basic understanding of employment paperwork and safety training requirements.

Responsibilities

Support and assist the Human Resources Business Partner, Plant Manager, and Senior Accountant.
Post open positions on job boards, the company website, and other approved recruiting channels.
Screen applications against basic requirements and forward qualified candidates to hiring managers.
Schedule interviews, coordinate interview panels, and communicate professionally and promptly with candidates.
Assist with pre-employment steps, including background checks, drug screens, and reference checks, as directed.
Prepare new-hire packets and ensure completion of required paperwork, including I-9, W-4, state tax forms, direct deposit, benefits enrollment, and handbook acknowledgments.
Verify I-9 documentation and complete E-Verify, if applicable, within required timeframes.
Coordinate first-day logistics, including employee biometric badges, PPE, uniforms, workstation setup, and system access requests.
Schedule and help facilitate new-hire orientation; track onboarding completion and follow up on outstanding items.
Create and maintain personnel, medical, and I-9 files in accordance with company policy and legal requirements, keeping record types separate and secure.
Enter and update employee information in HRIS (ADP Workforce Now) and payroll systems as directed.
Schedule required safety training in coordination with HR and the Safety lead.
Assist with maintaining OSHA-related documentation and safety records as directed.
Respond to general employee questions about policies, paperwork, time-off requests, benefits resources, and pay-stub access; route sensitive, complex, or policy-interpretation questions to the Human Resources Business Partner.
Assist with employee engagement activities, recognition programs, and company communications, including postings, bulletin boards, and notices.
Reconcile invoices against shipping and receiving documentation and resolve discrepancies with Operations.
Perform three-way matching of invoices to purchase orders and receiving documents; research and resolve pricing, quantity, or receiving discrepancies with Purchasing, Operations, and vendors.
Process and track employee expense reimbursements and purchasing card transactions.
Assist Finance with month-end close tasks, including gathering documentation, preparing reconciliations, running reports, and verifying invoices and bills are recorded.
Prepare reports, spreadsheets, and presentations for the Plant Manager.
Track and compile operational data, such as production, shipping, or attendance information, as requested.
Answer and route phone calls; greet visitors, contractors, and vendors; and manage visitor sign-in and safety acknowledgments.
Receive, sort, and distribute mail and packages; coordinate outgoing shipments of documents.
Order and maintain office, breakroom, and general supplies within budget.
Perform other related duties as assigned.