About this role
Job Description:
Competitive Pay Rate: $20.00-$22.00 per hour
Job Type: Full-time
Benefits:
• Health Insurance
• Paid Time Off
• Dental Insurance
• Vision Insurance
• 401K
Schedule: 1st Shift
Position Overview: As an Administrative Assistant, you will play a pivotal role in providing efficient administrative support to ensure smooth operations across multiple sites. Your strong organizational skills, attention to detail, and ability to handle a variety of tasks will contribute to the overall success of our company. Responsibilities General Administrative Support:
• Perform various administrative tasks, including answering phone calls, responding to emails, and managing correspondence. • Coordinate and schedule meetings, conferences, and appointments for multiple sites. • Maintain and organize files, records, and documents in both electronic and physical formats. • Assist in preparing reports, presentations, and other documents as needed. • Other duties as assigned. Site Coordination:
• Serve as a central point of contact for site-specific administrative matters. • Coordinate site visits, ensuring necessary arrangements, such as travel and accommodations, are made. • Liaise with internal departments and external stakeholders to ensure smooth communication and collaboration across sites. Data Management and Reporting:
• Assist in data entry and data management tasks, ensuring accuracy and completeness of information. • Generate reports, compile data, and assist in analyzing and interpreting data as required. • Maintain databases and records, updating information regularly and ensuring confidentiality and security. • Accurately enter and update transactions and records in customer SAP/ERP systems. • Reconcile inventory or financial discrepancies and maintain high data integrity. • Create and distribute routine operational or status reports using SAP/ERP tools and Excel. • Communicate with logistics, supply chain, or finance teams to resolve processing issues. Office Operations Support:
• Order and maintain office supplies, equipment, and inventory for multiple sites. • Coordinate with vendors and service providers for repairs and maintenance of office equipment. • Support facilities management, including coordinating office space allocations, seating arrangements, and office logistics. Travel and Expense Management:
• Coordinate travel arrangements, including booking flights, accommodations, and transportation, for employees traveling between sites. • Assist in managing and reconciling travel expenses, ensuring adherence to company policies and guidelines. Meeting Support:
• Assist in organizing meetings, including scheduling, preparing agendas, and arranging necessary resources. • Take meeting notes, distribute them to relevant stakeholders, and follow up on action items. • Set up and maintain conference rooms, ensuring necessary equipment and supplies are available. Requirements
• High school diploma or equivalent qualification; additional certification in office administration is a plus. • Proven experience as an Administrative Assistant or in a similar role. • Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines. • Proficiency in using office software (e.g., Microsoft Office Suite) and other relevant tools. • Hands-on experience with SAP/ERP systems. • Excellent written and verbal communication skills. • Attention to detail and accuracy in handling administrative tasks. • High accuracy in numerical data entry to prevent costly inventory or billing errors • Ability to maintain confidentiality and handle sensitive information with professionalism. • Strong interpersonal skills and the ability to work effectively with individuals at all levels • Answer inquiries from vendors or internal departments • Proactive and self-motivated, with the ability to work both independently and collaboratively. • Flexibility to adapt to changing priorities and multitask in a fast-paced environment. • Previous experience in a manufacturing or packaging company is advantageous. • Bilingual in English and Spanish.
MSI Express is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.