Administrative Assistant- Westway Feed Products

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PURPOSE:  To provide Logistical, Inventory Control & Administrative support functions for the plant. 

 

 

ESSENTIAL DUTIES:  Below is a list of essential duties of this position.  Other duties may be assigned as needed.

 

 

  1. Monitors inventories, shipments, and customer contracts & relations.  Prepares domestic and international shipping documents.  Receives shipping order modifications and forwards in a timely manner to necessary personnel.  Maintains ingredient inventory and estimates needs in order to keep adequate inventory in place.  Places ingredient orders with regional purchasing office accurately stating requirements while keeping in mind average lead time required. Follow up as needed.

  2. Process daily telephone, email and fax orders.  Arrange transportation as needed for customers.  Research freight rates and adjust accordingly to maintain cost effective operations.  Communicate with customers on freight charges, logistics and other transportation information.  Set up daily production schedule.  Proactively work with sales staff to address customer needs in a timely manner.

  3. Accurately and efficiently create, copy, collate and file documents as needed.  Enter receipts, orders and shipments in ERP system. Print batches and BOLs daily for production operations.  Daily confirm/approve all information in ERP system from previous day.  When the Plant Manager is out of the office, backfill to ensure the administrative requirements of that position are completed.

  4. Work directly with Hired Carriers to ensure compliance with company policies and procedures while their drivers are on company property. 

  5. Answer all incoming calls professionally and courteously and accurately direct calls to plant and sales staff.  Professionally assist all plant visitors and maintain visitor log.

  6. Maintain copier, facsimile and similar office equipment.  Act as liaison with vendors and coordinate servicing.  Order and maintain office supplies.

  7. Timely and accurately distribute all mail and faxes to staff.  Process outgoing mail and package shipments.

  8. Act as liaison with Human Resources, Accounts Payable, Accounts Receivable, and other departments as needed.  Process all accounts payable obtaining necessary approvals.

  9. Provide back-up, training and support to other positions as appropriate.

  10. Interact and communicate with clients and co-workers in a professional and appropriate manner.

  11. Maintain confidentiality of all corporate, personnel and research matters. 

  12. Take the initiative to identify problems, use judgment to find appropriate solutions and follow through on resolving issues in a timely manner.

  13. Support team efforts, actively work to generate respect and enthusiasm, cooperate with others, and actively learn from other team members.

  14. Report to work on time prepared to perform the duties of the position and willing to perform the duties as workload necessitates.

  15. Employee shall comply with applicable regulatory and company health, safety, environmental, and security requirements.  Employee is expected to complete required training in a timely manner; perform duties in a safe and environmentally sound manner; and immediately report injuries/illnesses, environmental spills/releases, and any unsafe acts or conditions to supervision in support of continual improvement of the company's health, safety, environmental, and security performance.

 

 

 

OTHER DUTIES:

 

         1.  Other duties as assigned or requested.

 

EDUCATION/TRAINING:

 

High School degree or G.E.D.

 

PREFER:

 

2 year degree in related field

 

MINIMUM EXPERIENCE, SKILLS AND QUALIFICATIONS:

 

To perform the duties of this position successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed below outline the knowledge, skills, abilities and competencies that are required in this position.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

 

 

 

 

 

  • Minimum 3 years’ experience in an administrative role directly involved with production scheduling, inventory control and/or customer service.

  • Proficient in Microsoft Office Suite, data entry, and working knowledge of office equipment (copier, facsimile, computers, etc.)

  • Ability to read, analyze, and interpret documents, manuals, reports and correspondence

  • Ability to communicate effectively, verbally and in writing, with customers and co-workers; ability to write correspondence and instructions, using exemplary grammatical and spelling skills 

 

  • Ability to interact with others in a professional and appropriate demeanor, work effectively with a diverse group of individuals and maintain effective working relationships with staff and customers

 

  • Ability to manage multiple tasks, logistically organize and maintain many details and meet deadlines

  • Ability to work independently with general direction from supervisor

  • Capable of reporting to work on time prepared to perform duties of the position and willingness to perform duties as workload necessitates

  • Ability to carry out the duties of this position while helping the company to meet its mission and while adhering to policies, procedures and regulations.

     

    WORKING CONDITIONS/PHYSICAL REQUIREMENTS:  The working conditions and environment and the physical requirements/activities listed below are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

     

    While performing the duties of this position, the individual generally has good working conditions.  The employee is often exposed to moderate noise from office equipment and co-workers.

     

    While performing the duties of this position, the individual is regularly required to stand, walk, sit, carry, reach with hands and arms, use hands to finger, handle, feel, and use office equipment and communicate (talk and hear).  This position involves sitting for approximately 90% of the workday.  Occasionally the employee is required to kneel, bend, push, pull, lift, or twist.  Occasionally the employee is required to lift or exert force of up to 10 pounds.  Intermittently, the employee is required to lift or exert force of up to 25 pounds.  Specific vision ability required is close vision of 20 inches or less. 

     

    The proceeding statements are intended to describe the general nature and level of work being performed by people assigned to this position.  They are not to be construed as an exhaustive list of all job duties performed by personnel in this position.