Administrative Assistant II

Job Summary

Under general direction, the Administrative Assistant II will provide administrative support to multiple departments throughout the business unit. Duties include supporting day-to-day operations such as receptionist, administration and data entry. In this role, the incumbent will demonstrate consistent, reliable and accurate attention to detail, ability to multi-task and work well under pressure with changing deadlines. In addition, display excellent organizational and time management skills, and the ability to interact with individuals at all levels of the organization.

Responsibilities

• Welcome on-site visitors, determine nature of business and announce visitors to appropriate personnel. If applicable, ensure AFL host adheres to the guidelines for foreign visitors.
• Administrative Support: provides essential administrative coordination including answering incoming calls and directing inquiries; managing and ordering office and kitchen supplies and other items as needed; conference room delegation and preparation for meetings; catering orders for training and meetings and other administrative duties as needed
• Maintain the visitor log and create visitor badges; this includes check-in/check-out of loaned badges
• Recording Keeping and Data Entry: including but not limited to repair orders, costing and cycle count; create and distribute daily reports to applicable individuals
• Scheduling and Coordination: involved in coordinating plant tours, working with the HR Business Partner for plant events, meetings and timelines, ensuring all departments are aligned and informed; use of the company software, Navori, to update the plant monitors for 112HL and 110HL
• Support for New Hires: may require assistance with onboarding; work with HR and staffing services to help integrate new employees into the plant operations; work with HR/Management to coordinate plant office layouts to ensure proper alignment of teams within designated neighborhoods.
• Must be able to lift 25+lbs
• Adhere to and promote the environmental, health & safety policies of AFL
• Ensure office organization to maintain a professional office appearance
• Perform other duties as requested, directed or assigned

Personal Qualities

• Attention to detail
• Possess excellent collaboration skills to ensure good working relationships within the business unit
• Ability to think outside the box and make suggestions for improvements with processes and procedures
• Organization skills to manage multiple tasks and maintain an organized workspace
• Strong verbal and written communication skills to interact effectively with various stakeholders
• Ability to address issues proactively and find solutions to administrative challenges

Qualifications

• 2 - 3 years’ business or general office administrative experience
• Customer service and data entry experience
• Excellent verbal and written communication skills
• Proficiency with MS Office, Oracle and Agiloft
• Well organized and detail oriented. Effectively manage and prioritize multiple tasks or requests in a fast-paced environment.
• Accurate and prompt processing of tasks and transactions
• Excellent problem solver
• Fast learner

Working Conditions

• General office setting. Incumbent may be required to enter the production and/or shipping/receiving areas on occasion.

Minimum Education

• High School Diploma, Associate’s Degree
• Business or related discipline preferred