Operations Administrative Assistant - POR

DMI Companies • Portsmouth, VA

12d • Onsite

About The Position

The Operations Administrative Assistant provides administrative support to all members of the Operations Team as needed to execute the company's business philosophies and policies to achieve our corporate objectives and create a profitable entity. This role is an active member of the Workforce Development team and is required to assist and support the team's efforts in recruiting candidates for the union workforce through following established application review and phone screening protocols. The Operations Administrative Assistant is expected to demonstrate professionalism, confidentiality, diplomacy, and efficiency when proactively dealing with complex issues, situations, or solving problems. They also act as the first point of contact with visitors to the facility with a pleasant demeanor and strong verbal communication skills. The shift for this role is 7 am - 3:30 pm Monday - Friday.

Requirements

• High school diploma or equivalent required.
• Highly accurate and attentive to detail.
• Utilize effective written and verbal communication skills.
• Ability to deal with a variety of job assignments utilizing excellent time management skills.
• Effective problem-solving abilities.
• Proficient in Word, Excel, Outlook, and Microsoft Teams
• Ability to maintain proper attendance and punctuality standards.

Nice To Haves

• Prior experience with payroll or phone screening candidates a plus but not required.

Responsibilities

• Greet, register, and direct visitors in a warm, friendly and efficient manner.
• Process and distribute daily payroll, including all supporting reports and documents.
• Support operations management team with administrative tasks to include running and maintaining various reports and company documents.
• Maintain union employee personnel records including call-offs, write-ups, points, vacation requests, early leaves /quits, training records and employee work center list.
• Perform month end/year end closing process.
• Manage company car sign in/out sheet.
• Distribute both interoffice and regular mail.
• Assist with setup and facilitation of office related events.
• Assist with new production employee orientation and collect/distribute paperwork.
• Maintain and support the DMI Lean Culture and the overall DMI Corporate Operational objectives.
• Respond to inquiries, review candidate applications/resumes and maintain accurate and secure records.
• Identify candidates that meet criteria and conduct effective phone screens, as directed.
• Identify, maintain and secure confidential information.
• Schedule qualified candidates for in-person interviews, coordinate with the hiring team and facilitate associated documents and forms.
• Coordinate with Workforce Development, hiring team and Human Resources to ensure a positive, professional and compliant candidate experience.
• Actively participate on the hiring team to promote DMI and facilitate DMI's Workforce Development hiring procedures.
• Conduct outreach to expand short and long-term union candidate recruiting pools by actively participating in events, as directed by the Workforce Development Manager.
• Assist in planning and participate in events, visits, tours, trainings and meetings, both onsite and offsite.
• Create/update, candidate and employee records, training tools, reports, applicant tracker and other documents.
• Work closely with Workforce Development to ensure programs, initiatives, documentation and events are communicated effectively, maintained accurately and securely, and operated efficiently and according to DMI Workforce Development standards.
• Research and recommend local recruiting pools, community partners and grant opportunities.

Benefits

• Generous employer contributions toward medical, dental, and vision coverage
• HSA employer contributions when enrolled in an HSA‑eligible medical plan
• Company‑paid Life, AD&D, Short‑Term Disability, and Long‑Term Disability coverage
• Employee Assistance Program, including will preparation and identity‑theft assistance
• 401(k) plan with pre‑tax and Roth options, plus a dollar‑for‑dollar company match up to 6%
• Paid vacation and sick time
• 10 paid holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED