Office and HR Administrator

Summary

The primary objective of the plant Office & HR Administrator is to ensure that all administrative needs within the Cedar Rapids Red Star Yeast (RSYC) and Lesaffre Blending (LBF) facilities are met; to ensure the efficient and cost-effective operation of the office; and to provide direct administrative support to the plant HR, Plant Manager, and other department managers. The HR & Office Administrator reports directly to the plant HR Business Partner.

Essential Duties and Responsibilities include the following and other duties as assigned.

Primary Duties

• Promotes, leads, and adheres to a culture of safety awareness and engagement in compliance with the company’s safety policies.
• Ensure that all administrative and clerical needs within the facility are being met in accordance with specified professional standards as prescribed by company management.
• Support data entries for new hires, terminations, status changes, and training documentation.
• Maintain personnel records per federal, state, local, and company policy. 
• Lead the coordination of employee engagement activities and meetings, as well as compose campus-wide communications through various platforms (appspace, quarterly meetings, workplace postings, etc.)
• Assist with the processing of onboarding activities including ensuring pre-employment paperwork is completed, organizing orientation paperwork, reserving rooms, generating communications, requesting systems access, completing I-9s, etc.
• Maintain office procedures, systems, workflow, and resolve office concerns.
• Maintain a working knowledge of all office equipment/systems for problem resolution and assisting employees.
• Maintain physical aspects of the office space in an effective manner, managing the maintenance and organization of the environment, collaborating with Maintenance and IT teams, when necessary.
• Manage the temporary employee process including scheduling interviews, onboarding, and agency communications.
• Review time and attendance reports of temp employees for accuracy prior to processing weekly payroll and forward information in a timely, accurate manner to plant HR and corresponding parties for processing.
• Manage the employee uniforms process in coordination with the Quality team.
• Manage office supplies inventory and procurement of necessary equipment, materials, or items for the office.
• Process invoices in accordance with established procedures and serve as point of contact for internal and external questions concerning invoicing.
• Welcomes guests and customers by cheerfully greeting them, in person or on the telephone, answering or directing inquiries.
• Directs visitors by maintaining employee and department directories, giving instructions.
• Coordinate lunch ordering for Red Star and Lesaffre Blending.
• Sort, distribute, process incoming and outgoing correspondence (i.e., mail, letters, memos, proposals, dictation tapes, reports, and presentation assembly, binding, collate, file, photocopying, expense statements, etc.)
• Files financial reports in a timely manner in accordance with preferences (i.e., paper files, binders, electronic, etc.)
• Complete administrative support required by the plant HR and Plant Manager, including word processing, creating spreadsheets, arranging appointments, running company errands, and coordinating travel needs.

Secondary Duties

• Other duties as assigned.

Supervisory Responsibilities

• This job has no direct personnel supervisory responsibilities.

Environmental, Safety, Quality, and Legal Requirements

• Understand and follow all environmental, safety, quality, and legal regulations for the area in which they work.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Requires developed office skills, computer experience and competence in using current office software.
• Advanced knowledge of Microsoft Office (including Word, Excel, Access and e-mail) required
• This position requires a high level of multitasking in a fast-paced environment while maintaining excellent customer service
• Ability to organize and prioritize assignments to meet deadlines required.
• Must be adaptable and flexible in dealing with a variety of priorities and people.
• Must be comfortable working in ambiguous and/or stressful situations. 
• Must maintain confidentiality of information.
• Excellent organizational and leadership skills
• Familiarity with office management procedures and basic accounting principles
• Must be detail oriented with the ability to think clearly and multitask in a fast-paced environment

Education and/or Experience

• Bachelor’s Degree or equivalent experience of minimum 3 years’ experience in an office environment and/or working on an HR team 

Communication Skills

• Outstanding communication and interpersonal abilities
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Certifications, Licenses, and Registrations

• Must hold valid driver’s license.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel.
• The employee frequently is required to talk or hear.
• The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.