Administrative Assistant

Job Summary

The Administrative Assistant is responsible for various administrative tasks that improve the productivity of managers and employees. This role delivers support to warehouse operations so employees can accurately & efficiently serve our customers. This position utilizes and maintains information systems and databases related to recruiting, onboarding, and recordkeeping for new and tenured employees. The Administrative Assistant collaborates with managers, employees, and support functions at the local and corporate levels, and coordinates with external parties as needed. This role requires a high level of confidentiality and the ability to recognize and escalate issues when appropriate.

Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Promotes a positive environment by greeting visitors, vendors, applicants, and new hires upon arrival.
• Supports employees to enter information in EVA, creating employees’ electronic file, and uploading employment documents such as W-4's, bank accounts, and contact information (e.g. facilitating presentations, reviewing policies, paperwork & set-up).
• Manages data in our keycard building entry system, distributes key FOBs, and tracks employee information and name tags.
• Maintains and delivers accurate company records for employees by generating and distributing weekly employment reports for full-time and temporary employees to building leadership.
• Assists in delivering consistent and effective communication to employees and managers throughout the location.
• Manages and updates information on communication boards and slideshow presentations throughout the facility with content relevant to internal job postings, policy updates, leadership contacts, and various other employee engagement announcements.
• Aids external applicants by answering questions related to employment, interviewing, and the pre-employment process.
• Assists in the planning and execution of employee engagement activities throughout the year, including but not limited to monthly/quarterly meals, monthly engagement activities and holiday celebrations
• Fulfills administrative requests and queries from all managers, copies, printing, laminating, creating informational fliers and certificates.
• Updates and edits the employee engagement calendar and budget and reconciles building expense spend against budget.
• Meet all expected performance standards regarding efficiency, accuracy and quality of work.
• Maintain a clean, organized, and safe work environment by following all safety guidelines and reporting any hazards to the appropriate leadership.
• Work closely with team members and leadership to meet daily, weekly, and monthly departmental goals
• Abide by all company and warehouse policies
• Flex into other positions and departments and undertake additional duties as necessary to support the overall operation

Physical Requirements

• Work is performed while sitting/standing and interfacing with a personal computer.
• Requires the ability to communicate effectively using speech, vision, and hearing.
• Requires the regular use of hands for simple grasping and fine manipulations.
• Requires occasional bending, squatting, crawling, climbing, and reaching.
• Requires the ability to occasionally lift, carry, push, or pull medium weights, up to 50lbs.

Working Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly exposed to moving mechanical parts and vehicles. Occasional activities may involve exposure to marked changes in temperature and humidity, and exposure to dust, fumes and gases. The noise level in the work environment is usually moderate. The passage of employees through the work area is average and normal.

Qualifications

Experience

• Proficiency with MS Office required (Outlook, Word, Excel, PowerPoint)
• Strong analytical and problem-solving skills required
• Strong verbal and written communication skills; ability to explain technical and complex concepts in a simple and concise way to ensure ease of understanding
• Demonstrated ability to manage multiple assignments and deadlines in a fast-paced environment
• Ability to quickly adapt as business needs change; ability to address difficult situations with diplomacy and emotional intelligence
• Customer service-oriented attitude with a demonstrated desire to exceed expectations
• Ability to work off-shift as required to respond to urgent needs

Education

• Minimum of 1 year of relevant experience in an administrative role; experience in distribution environment preferred but not required
• High school diploma or GED, or equivalent combination of education and experience

Desired Traits

• Strong attention to detail and proficiency with Outlook, MS Office, & Calendar management