Administrative Assistant

Position 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

1. Provides administrative assistance to managers and other co-workers
   1. Works with Safety Manager in updating SDS (Safety Data Sheets) book
   2. Works with HR Manager in tracking and updating General Liability documentation for service providers
   3. Coordinates purchasing of birthday cards and gift cards
   4. Maintains a truck wash schedule for Procurement as requested by Quality Assurance
   5. Records free goods in conjunction with the sales team
2. Answers phones, transfers calls, and takes/relays messages as necessary
3. Greets and assists all visitors of sterling technology
4. Maintains inventory of all office supplies; orders special supplies when requested
5. Calls in supply orders; orders online when appropriate
6. Takes product orders from walk-in customers
7. Creates new timecards each week for hourly staff, places and collects timecards from break room
8. Distributes incoming documents to various departments, scans and files for office as requested
9. Maintains the copy machine by filling paper, distributing copies and tracking copy counts
10. Run credit cards for pre-paid customer invoices
11. Prepares outgoing mail, transfers funds to postage meter and maintains all postage updates
12. Assists Controller in producing a variety of payments/checks and entering invoices in software
13. Enters 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 basis
14. Queries freight rate quotes as requested
15. Schedules trucks for outbound and some inbound shipments, calls in or schedules online pick-ups, creates bills of lading, maintains monthly tracking schedule calendar              
16. Provides back up for other office employees when they are gone; taking orders, invoicing, and customer service
17. Maintains the appearance of the front office and conference room
18. Assist with purchasing, as requested
19. Responsible for the creation and maintenance of Accounts Payable files

Supervisory Responsibilities:  None

Qualifications:

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty.  The requirements listed below are representative of these knowledge, skills, and abilities.

Knowledge, Skills and Abilities:

1. The ability to process multiple/simultaneous phone calls and visitors is required
2. Maintain, understand and use basic forms and spreadsheets for tracking and communication purposes 
3. Excellent communication skills, telephone etiquette and the ability to work under pressure is required
4. Sound interpersonal skills to deal with employees, the general public and vendors on a professional basis
5. The ability to gather data or take direction for on-going and special administrative projects while delivering a quality product
6. Ability to use personal judgment skills to respond professionally to a variety of day-to-day situations requiring different actions and knowledge of priorities and commitments
7. Work consists of a wide-range of duties requiring knowledge of the interrelationships of departments and offices
8. The ability to maintain business confidentiality
9. Knowledge of the invoicing process
10. Knowledge of the purchasing/ordering process
11. General 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.