Position Overview

Reporting to the Operations Manager, the primary function of the Administrative Assistant is to oversee the front desk area, answer all incoming calls to the business. This individual is the first point of contact to guests, visitors, and incoming staff request and must project a positive image of the company while maintaining strict confidentiality. This position will have administrative projects assigned on a regular basis to perform as well.

Job Responsibilities

• As the first-person guests see when coming to Gehl Foods Southeast, this person provides all visitors with a warm, inviting greeting.

• Ensures that all visitor agreements and supporting paperwork and protocols are followed ensuring GMP, safety and security compliance.

• Ensures all visitors sign in and out and maintains front desk badges and plant kits prepared/maintained for customers.

• Answer incoming calls in a professional manner and dispatches the call quickly and efficiently.

• Administrative support to Operations/Safety, as well as project assignments on as needed basis.

• Manages, sorts, and distributes all incoming mail.

• Main point of contact for conference room reservations, group dinners, company meetings, etc.

• Point person for ordering company lunches for trainings and/ or NEO.

• Distributes all calls from main line to appropriate staff or departments and escalates all customer complaints as necessary to management.

• Accepts incoming requests and questions from staff members and distributes inquiries to appropriate management team members.

• Coordinates all visitors, contractors, auditors on site to ensure they have filed out all required documentation, are connected with their primary site contact, and are prepared to follow all GMP & Safety guidelines while onsite.

• Maintains employee confidence and protects operations by keeping all information confidential.

• Responsible for working with point personnel for all contractors onsite, to ensure all required forms, hot work permits, etc. are filled out, collected, and filed subject to audits.

• Orders all office supplies and paper from staples etc. and is responsible for maintaining all supply of stock.

• Responsible for ensuring daily pick up of FedEx shipments & overnight packages.

• Completing assigned administrative projects assigned by HR Business Partners on an as needed basis.

• Research, compile data to support assigned projects, or reports.

• Ensure compliance with corporate/plant safety standards and with applicable regulatory requirements while following the company’s Good Manufacturing Practices.

• Perform other duties as assigned.

Minimum Qualifications

• High School or Equivalent Diploma –

• 2 or more years of Administrative/Receptionist experience – ideally within safety or production

• Demonstrated superior verbal/written communication skills and business acumen

• Advanced proficiency using MS Office Products, including advanced working knowledge of Excel and Word

• Superior customer service skills including the ability to interact and create positive relationships with a wide range of personalities and positions within the organization

• Exercise good judgment and maintain confidentiality with critical and sensitive information, records, and reports

• Ability to understand, interpret and apply general administrative and departmental policies, procedures, and protocols

• Intermediate mathematical abilities

• Strong attention to detail and accuracy

• Ability to organize work, meet deadlines, work under stressful circumstances, and frequent interruption often with limited direction and supervisory oversight.

• Ability to keep oneself busy working during slow points in a day and always maintain professional behaviors and activities at their desk.

Preferred Qualification

• Previous Safety experience

• Previous experience in a manufacturing environment

Physical Activity

Regularly: Sit, Stand, and Move/Walk About

Frequently: Reach Overhead and Squat/Bend/Kneel

Occasionally: Lift/Carry/Push/Pull average 25 lbs and Climb

Equipment Operated:

Personal computer, copier, phone, scanner & fax machine(s).

Working Conditions:

Office environment with frequent visits to the plant/manufacturing floor where employee will be exposed to loud noise, moving machinery parts, airborne particles and fumes from food processing equipment

While this description is intended to be an accurate reflection of the most significant duties of the current position, it is not necessarily exhaustive of all responsibilities, duties, effort, requirements or expectations of this position. Other duties may be assigned as necessary. The company reserves the right to modify the job requirements as circumstances change and the needs of the company so dictate, without editing this job description in its entirety.