Administrative Assistant III (Systems)

Administrative Assistant

Summary:

Reporting to the General Manager, the Plant Administrator is responsible for general office management; certain purchasing, inventory and accounting, customer service functions; administrative support and oversight to office personnel as needed.

Primary objective is to provide business operations and administrative support to plant management and sales and marketing teams, ensuring safe, dependable, and cost-effective operations and growth

Major Areas of Responsibilities:

• Vendor Relationship Management

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  • Utilize plant ERP system to manage work orders and purchase orders.
  • Process monthly customer invoices; manage credit and collections activities; investigate and respond to vendors regarding invoice payments, questions, and inquiries.
  • Provide proper coding and process plant purchase orders for materials and services; match invoices/packing slips to purchase orders for materials and services, and monitor and respond to Enterprise Resource Planning (ERP) system activities.
  
  
  
  

• Inventory Management

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  • Inventory consistently secured, identified, and reported.
  • Inventory procurement managed in accordance with best practices and company policy.
  
  
  
  

• Customer Management Support

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  • Maintain a customer service presence and handle calls accordingly.
  • Manage customer events and promotions.
  • Work with Marketing Team to support on-boarding process of new Cordia customers and maintain relationships by responding and routing customer service calls to appropriate staff.
  • Support end-of-month accounting process by responding to data requests from corporate Accounting and corporate Financial Planning and Analysis (FP&A) as well as responding to internal/external audit requests for invoicing and purchasing activities.
  
  
  
  

• Overall Responsibility for Administrative Facilities Management:

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  • Office supplies and Office equipment operations
  • Office and plant appearance / organization
  
  
  
  

• Administrative support to staff as needed.

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  • Answer telephones, process daily mail, maintain office supplies, filing, process and receive shipments, handle minor repairs/maintenance for office equipment, issue forms for safety shoes and safety glasses to employees, perform document and record management activities.
  • Support employee populations with time sheet entry, review and processing and coordinating payroll and benefits issues and requests for employees with corporate HR/Payroll/Benefit
  
  
  
  

Job Experience, Abilities and Skills Required:

• Knowledge/Skills

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  • Motivated, with excellent problem solving and communications skills (both written and verbal)
  • Collaborator, able to establish working relationships with work groups in different geographical locations.
  • Strong background in MS Office suite applications, especially Excel.
  • ERP experience highly desired (Salesforce experience is a plus)
  • Time Management
  • Organization
  • Analyzing Information
  • Professionalism
  • Netsuite and Fiix experience a big plus
  
  
  
  

• Education/Experience

• Associate degree in a business-related discipline or equivalent work experience

• Competencies

In addition to the Cordia Core Values, demonstrates the following:

• Uses and maintains technical and professional knowledge, shares that knowledge with others, and applies innovative technology in a cost-effective manner.
• Uses technical and communication skills to solve problems and communicate resolutions.
• Works independently and as a team member to accomplish self and teamwork goals and requirements.
• Obtains and applies knowledge of competitive business practices in daily work activities and decision-making.
• Seeks and understands the customer/client's needs and focuses on meeting and exceeding expectations.
• Anticipates and accepts changes in the organization and adapts swiftly to changing requirements.
• Committed to making the workplace safe and environmentally sound.
• Willing to accept accountability for own decisions, performance, and behavior.

• Working Conditions

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   • Normal office environment and/or thermal plant environment
   • Work overtime and non-standard working hours as directed.
   • Requires minimal travel outside service area.
   • Occasionally requires wearing personal protective safety equipment (safety glasses, hard hat, plugs, etc.)
   • Occasionally lifting 35 lbs. as appropriate to perform duties and responsibilities.