Overview

The Facilities Administrative Assistant position will report directly to the Director of Operations, Teklad, providing administrative support functions to facilities, production and maintenance department needs.

Responsibilities

• Establish, update, and maintain confidential paper and electronic records in compliance with ISO 9001 standards and company practices and procedures
• Perform data entry, proof-read and compile reports for management review
• Coordinate and maintain communication through electronic and written correspondence
• Assist with preparation for internal, regulatory, and customer audits
• Maintain contractor records including invoices, budgetary, and service contract items
• Schedule and assist in pre-employment and onboarding requirements of new employees, including training and explanation of Policies and company
• Maintain Safety Data Sheets, Emergency Action/Recovery Action Plans, and other safety related documents if needed to support EHS.
• Assist with scheduling of occupational health appointments for employees
• Assist with coordination of department meetings and company functions, including compilation agendas/minutes and monitoring action items
• Maintain records for assignment of employee keycards, keys, and locks
• Prepare documentation and track shipments to their destination
• Compile, submit, and track expenses, including credit card accounts within expected deadlines
• Purchase operate supplies through Oracle JD Edwards application
• Ensure timely completion of activities with minimal supervision
• Assist in other related duties supporting company operations as assigned by management eg CAFM system, Drawing files, Compliance document tracking etc.

Qualifications

• Minimum of High School Diploma or GED
• Minimum 2 years Administrative Assistant experience highly preferred
• Excellent organizational and interpersonal skills
• Excellent attention to detail
• Exceptional verbal and written communication skills
• Expertise in Microsoft Office applications (Word, Excel, Teams, Outlook, PowerPoint) with willingness and ability to learn company-specific systems and software
• The ability to maintain confidentiality and to operate with the highest of ethical standards, discretion, and professionalism

Ability to effectively prioritize and complete multiple tasks and demands