About the opportunity
Role Summary
The Administrative Assistant supports the Company's site by providing comprehensive administrative, receptionist, and document control services that enable safe, efficient, and professional site operations. This role serves as a key point of contact for visitors and internal stakeholders, ensures effective document and records management, and maintains common office resources and spaces. The position requires strong organizational skills, attention to detail, discretion, and the ability to operate effectively in a manufacturing environment aligned with the company's style safety and operational excellence principles.
Key Responsibilities
Administrative & Office Support
Reception & Visitor Management
Document Management & Records Control
Office & Facilities Coordination
Safety & Site Monitoring Support
Required Qualifications
Preferred Experience & Skills
Physical & Work Environment Requirements
Success Factors
The Administrative Assistant supports the Company's site by providing comprehensive administrative, receptionist, and document control services that enable safe, efficient, and professional site operations. This role serves as a key point of contact for visitors and internal stakeholders, ensures effective document and records management, and maintains common office resources and spaces. The position requires strong organizational skills, attention to detail, discretion, and the ability to operate effectively in a manufacturing environment aligned with the company's style safety and operational excellence principles.
Key Responsibilities
Administrative & Office Support
- Perform general office duties including filing, copying, scanning, faxing, and document preparation.
- Schedule and coordinate meetings, prepare meeting rooms, and support meeting logistics as needed.
- Maintain organized electronic and physical filing systems to ensure timely access to records.
Reception & Visitor Management
- Serve as the primary receptionist and first point of contact for the site.
- Greet and assist visitors in a professional manner, ensuring adherence to site safety and security protocols.
- Issue temporary badges and support visitor access in accordance with site requirements.
- Monitor and maintain badge and access control software; escalate access issues as appropriate.
Document Management & Records Control
- Serve as site document management support, including maintaining a controlled physical document library.
- Ensure documents are filed, retained, and archived in alignment with site, company, and regulatory requirements.
- Support audits, inspections, and reviews by retrieving and organizing required documentation.
Office & Facilities Coordination
- Maintain and order office supplies; monitor inventory levels and coordinate replenishment.
- Manage conference rooms and common office areas, ensuring they are clean, organized, and ready for use.
- Coordinate with site contacts or vendors for office-related services as needed.
Safety & Site Monitoring Support
- Monitor the site weather radio and other designated alert systems.
- Escalate severe weather or emergency notifications per site procedures.
- Support site safety culture by following all safety rules and promptly reporting concerns.
- High school diploma or equivalent required; associate degree or administrative certification preferred.
- Minimum of 2–4 years of experience in an administrative, office coordination, or receptionist role.
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and basic office equipment.
- Strong organizational skills with the ability to manage multiple priorities.
- Excellent written and verbal communication skills.
- Professional demeanor with strong customer service orientation.
- Experience supporting a manufacturing, industrial, or regulated site environment.
- Familiarity with document control or records management practices.
- Experience using badge/access control systems or document management systems preferred.
- Ability to work independently while effectively collaborating with site leadership and teams.
- Discretion and professionalism when handling sensitive or confidential information.
- Ability to sit, stand, and walk throughout the workday.
- Ability to lift and move office materials up to approximately 25 pounds.
- Work is primarily office-based within an operating industrial facility; adherence to PPE and safety requirements is mandatory.
- Reliable, detail-oriented, and proactive approach to work.
- Strong sense of ownership for site administrative processes.
- Commitment to safety, operational excellence, and respectful workplace behaviors.
