Administrative Assistant Front Office

Job Title: Administrative Assistant Front Office                                        Department: Administrative Assistant             

Reports to: HR Manager                                                                          F.L.S.A. Status: OTE

Position Summary: The Administrative Assistant provides general office support with clerical activities and tasks.  

The admin assistant will answer incoming calls, direct calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies and additional clerical duties. In addition will assist Human Resources as appropriate.  Manages front office operations by welcoming visitors, coordinating communications, distributing promotional materials, and efficiently handling multiple administrative responsibilities while providing outstanding customer service.

Essential Accountabilities: 

• Answers telephones and directs the caller to the appropriate associate
• Greets and directs visitors to the company
• Takes and retrieves messages for various personnel
• Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information
• Receives, sorts and forwards incoming mail.
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Assists with other related clerical duties such as photocopying, faxing, filing and collating.
• Supports Plant Manager with data gathering and running reports in Radius
• Assists with planning and coordination of events and meetings
• Schedules Interviews and conducts phone interview screening for Human Resources
• Member of the Engagement Committee
• Creation of plant Flyers
• Supports all Plant events 
• Manages breakfast Biscuits with the plant manager and invitations to employees
• Coordinates lunch for meetings; at times drives to pick up food in person.
• Actively manages front office and all visitors
• Organizes paperwork and updates employee personnel folders, plant documents etc.
• Assists with Purchase orders for supplies
• Creation of orientation files for New Hires, assist with open enrollment and coordination of benefits
• Other tasks as assigned
  • Greet and assist visitors, ensuring a welcoming and professional office environment.
  • Manage front desk operations, including visitor sign-in procedures and directing guests to appropriate personnel.
  • Answer and route incoming phone calls, emails, and inquiries promptly and courteously.
  • Coordinate and distribute office flyers, announcements, and communication materials.
  • Maintain organized reception and common areas to create a positive first impression.
  • Support multiple administrative tasks simultaneously, including scheduling, filing, data entry, and correspondence.
  • Assist with event promotions by creating, posting, and distributing informational flyers.
  • Monitor office supplies and coordinate replenishment to maintain efficient daily operations.
  • Provide exceptional customer service to employees, visitors, and external contacts.
  • Serve as a key point of contact for office communications while balancing multiple priorities in a fast-paced environment.
  • Schedules event logistics, including venues, catering, equipment, and vendor services.
  • Assisted with room setup, decorations, audio/visual equipment, and event breakdown.

KEY CHARACTERISTICS & ABILITIES: 

• Exceptional interpersonal and communication skills
• Desire to continually learn and improve skill set
• Skilled in deescalating situations both over the phone and in writing (email)
• Ability to maintain professional and helpful attitude in high-tension or stressful situations
• Assertiveness in pursuing resolution to issues 
• Must have high attention to detail and accurate data entry
• Must have strong problem solving and organization skills
• Strong verbal, written, telephone and public relations skills 
• Shares learning with peers
• Must be able to manage multiple work items at one time with a high sense of urgency
• Skills using Canva or other Flyer creation software
• Office Suite in Microsoft 

Minimum Qualifications:   

3+ years of experience in an office setting- Preferred in a manufacturing plant. Associate's degree preferred.

Required Skills: 

• Knowledge and proficient use of Microsoft Office applications 
• Strong verbal and interpersonal skills and the ability to organize and prioritize work 
• Must maintain proper and professional demeanor with in-person and virtual interactions  

Position Requirements:

Work Environment Conditions:                

X             Inside (office)

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Equipment/Tools Used: Personal Computer, fax, phone, copy machine, Microsoft Office software

Physical Requirements: (Describe what and how often)

­­­­X             Normal Office