Administrative Assistant

Administrative AssistantPosition Summary: The Administrative Assistant is responsible for a variety of office duties including answering phones, greeting and directing the flow of onsite vendors, suppliers, service providers, job applicants and other visitors. This employee provides administrative assistance to managers and other office staff, and serves as the first point of contact for providing excellent customer service and maintaining a constant flow of communication between the office and other individuals or departments within the organization including the plant, the warehouse, sales, and route drivers. The incumbent relays incoming calls to appropriate parties, takes messages when necessary and maintains a pleasant demeanor at all times.Essential Functions:Provides administrative assistance to managers and other co-workersWorks with Safety Manager in updating SDS (Safety Data Sheets) bookWorks with HR Manager in tracking and updating General Liability documentation for service providersCoordinates purchasing of birthday cards and gift cardsMaintains a truck wash schedule for Procurement as requested by Quality AssuranceRecords free goods in conjunction with the sales teamAnswers phones, transfers calls, and takes/relays messages as necessaryGreets and assists all visitors of sterling technologyMaintains inventory of all office supplies; orders special supplies when requestedCalls in supply orders; orders online when appropriateTakes product orders from walk-in customersCreates new timecards each week for hourly staff, places and collects timecards from break roomDistributes incoming documents to various departments, scans and files for office as requestedMaintains the copy machine by filling paper, distributing copies and tracking copy countsRuns credit cards for pre-paid customer invoicesPrepares outgoing mail, transfers funds to postage meter and maintains all postage updatesAssists Controller in producing a variety of payments/checks and entering invoices in softwareEnters all new producers into the system; prepares and sends out producer checks for over 485 dairies on a monthly basis; tracks incoming colostrum received on a daily basisQueries freight rate quotes as requestedSchedules trucks for outbound and some inbound shipments, calls in or schedules online pick-ups, creates bills of lading, maintains monthly tracking schedule calendarProvides back up for other office employees when they are gone; taking orders, invoicing, and customer serviceMaintains the appearance of the front office and conference roomAssists with purchasing, as requestedResponsible for the creation and maintenance of Accounts Payable filesSupervisory Responsibilities: NoneQualifications:To perform this job successfully, an individual must be able to satisfactorily perform each essential duty.

The requirements listed below are representative of the knowledge, skills, and abilities.Knowledge, Skills and Abilities:The ability to process multiple/simultaneous phone calls and visitors is requiredMaintain, understand and use basic forms and spreadsheets for tracking and communication purposesExcellent communication skills, telephone etiquette and the ability to work under pressure is requiredSound interpersonal skills to deal with employees, the general public and vendors on a professional basisThe ability to gather data or take direction for on-going and special administrative projects while delivering a quality productAbility to use personal judgment skills to respond professionally to a variety of day-to-day situations requiring different actions and knowledge of priorities and commitmentsWork consists of a wide-range of duties requiring knowledge of the interrelationships of departments and officesThe ability to maintain business confidentialityKnowledge of the invoicing processKnowledge of the purchasing/ordering processGeneral customer service skills (customer-centric phone skills, maintaining a pleasant demeanor, etc.)Computer Skills: Experience with Microsoft Word, Outlook, PowerPoint, and Excel required; previous experience with payroll systems and/or accounting systems (especially QuickBooks) preferred.Physical Demands and Efforts: Incumbent will be expected to alternate between sitting, standing, and walking throughout the business day. Must be capable of communicating with others both orally and in writing; will be expected to use hands or fingers to manipulate equipment, including keyboard. May occasionally be required to reach below and/or above waist level and below and/or above shoulders or head.

Light lifting may be required at times. Vision Requirements Vision requirements include close, distance, and midrange vision, color vision, peripheral vision, depth perception, and the ability to focus near and far frequently. Work Environment The work environment is quiet but will include running machines, copiers, printers, phones, frequent interruptions and moderate to heavy traffic.At Glanbia, we celebrate diversity, because we know that our individual strengths make us stronger together.

We welcome and encourage interest from a wide variety of candidates, and we will give your application consideration, without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status. At Glanbia our culture will celebrate individuality, knowing that together we are more.