Administrative Assistant - Medley, FL

SUMMARY

The Administrative Assistant provides administration and general office support with a variety of clerical activities and rel ated tasks. The Administrative Assistant will be responsible for answering incoming calls, directing calls to appropriate team members, manages administration appointments and calendars, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties.

DUTIES & RESPONSIBILITIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

• Work with various leaders and other staff members. This includes the handling of confidential information and efficiently utilizing various computer systems that will assist with the purposes of maintaining records and other processes.
• Develops and maintains office forms and procedures and assists with administrative tasks 
• Greets and Directs visitors entering the building
• Maintains and coordinates various meeting room schedules
• Maintains administrative calendars
• Assist with employee activities support and coordinate catering/meals for special events, team member orientation, Custom College, Kaizen events, etc.
• Acquires new ID badges supporting plant management
• Answers telephones and directs the caller to the appropriate team member. Will transfer a caller to voice mailbox when appropriate.
• Provides callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information
• Prepares outgoing mail; sorts and distributes incoming mail
• Scan statements, payments, invoices, and daily orders into files
• Duplicates and distributes materials
• Manages office supply room
• Create and/or update various department manuals or plant postings
• Maintain a professional personal presentation
• Assists customers with the use of department facilities
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Ensure cleanliness and maintain the front desk/reception area
• Assist if needed with coordination for focus groups/communication meetings/staff meetings including taking meeting notes.
• ELL Support (business documents/processes)
• Scheduling onsite interviews for candidates
• Funeral announcements and ordering flowers
• Internal communication distribution
• Assist with managing plant swag gifts inventory
• Maintaining communication boards
• New employee announcements
• Order and coordinate birthday, anniversaries, and holiday cards
• Maintain calendars for birthdays, anniversaries and holidays
• Maintain site Organizational Charts
• Maintain Safety training schedule calendar
• Support booking travel accommodations for staff
• Manage employee recognition gifts inventory and maintain tax gross-ups on gift cards
• Vending company management
• Support onboarding and new hire orientation
• Support community relationships and activities
• Performs other duties, tasks, and projects as assigned

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities

EDUCATION & TRAINING

• High School Diploma or equivalent
• At Least One year of administrative experience 

KNOWLEDGE AND EXPERIENCE

• Bi-lingual preferred (English and Spanish)
• Proficiency in communication/telephone/customer service skills and be self-motivated
• Ability to work in a team environment and maintain regular attendance
• Knowledge of administrative and clerical processes and procedures
• Computer proficiency and using MS Office Suite, Adobe, etc.
• Excellent communicator including verbal and written skills
• Politeness, Patience, and Professionalism
• Ability to work well under pressure
• Accepts and completes assignments with minimal supervision. 

WORKING CONDITIONS

• PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

• WORK ENVIRONMENT 

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. 

• TRAVEL 

No travel is expected for this position. 

• LOCATION 

This position is based in Medley, Florida. Relocation assistance is not available for this position. It will be the responsibility of the successful candidate to arrange accommodation to Medley.