Administrative Assistant

Job Description

Job Description

SUMMARY

This position is responsible for working directly with Operations, Customer Service, Inside Sales and Transportation on a daily basis. They analyze and organize office operations and procedures such as invoicing, data entry, order taking, order entry, book keeping, flow of correspondence, filing, requisition of supplies, perpetual inventory functions and other clerical services. They also assist in all phases of monthly and year end inventories. In addition, this position will provide customers exemplary service by accurately processing orders and invoices, ensuring delivery of product as requested and responding timely and accurately to customer requests and or concerns.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Administrative:

• Answer incoming phone calls, both vendor & customer.
• Process incoming and outgoing mail, UPS and other delivery / shipping systems.
• Register all visitors, vendors and contractors into the company computer log. Issue and maintain records of security badges for employees, visitors, vendors and contractors.
• Be an on-site liaison for Human Resources, ensuring new hire paperwork and benefit enrollments are complete, maintain employee badge system, etc.
• Correlation of purchase orders to be distributed to appropriate personnel for processing; purchase order receipts and journal entry for all log inventories. Manage the Plant Purchasing Cards. Responsible for their use and reconciliation of said receipts.
• Complete report receiving of invoices / purchase orders and forwards to Plant Manager for approval and signature.
• Distribute purchase orders to Accounts Payable at Corporate Headquarters.
• Maintain and order all supplies for office and Department mangers as needed.
• Log inter-mill, other miller’s flour and ingredient receipts; inventory transaction journal/updates; stock status and period valuation reports.

Customer Service:

• Provide day to day administration and support of sales group, as well as functions as a liaison between field sales and internal operations.
• Provide a service to customers to call the mill directly and get a confirmed ship date for their order request as well as, maintain customer relationship via follow-up calls for ongoing service enhancement and quality.
• Call for and process flour orders from customers in a timely and efficient manner, where appropriate, positioning the orders in the mill schedule and confirm to the customer the ship or delivery date that can be met.
• Notify customers in advance of any changes in product, volume or delivery schedule.
• Provide customers with an appropriate notice of shipment service, via fax or phone call, with key details about their order.
• Schedule flour orders for delivery on a daily basis and provide delivery schedule to trucking company.

• Communicate to the mill personnel any changes in customer’s requirements or anticipated increased or decreased usage

• Have orders and flour contracts set up in the computer system so orders can be invoiced promptly, as soon as they are shipped.
• Provide customers with purchase order or release numbers on their invoices or any other information they may need, to pay them promptly.

Logistics Support:

• Process and file all BOLs
• Verifying App + for on time pick up and reporting failed pickups to customer, CS/Sales
• Act as main point of contact at the plant for bulk/carrier issues
• Coordinate carrier availability for bulk orders
• Confirm bulk schedules prepared by the plant
• Notify customer of potential delays/shortage of product
• Enter CERTs related to transportation issues affecting customers
• Coordinate transportation providers to ensure prompt and proper movement of shipments
• Coordinate activities throughout the order fulfilment and transportation cycle to make sure established deadlines are met
• Track, trace, and update the status of shipments to customers

QUALIFICATION S 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.

EDUCATION and EXPERIENCE

Associate’s degree (A.A.) or equivalent from a two-year college or technical school or a minimum of two or more years related experience and training; or equivalent combination of education and experience. On going training to enhance position as it relates to department is required.

LANGUAGE SKILLS

Ability to write reports and business correspondence. Ability to effectively communicate information and respond to questions from employees and customers, and to interact with managers. Ability to communicate in Spanish is a plus.

REASONING ABILITY

Ability to apply commonsense understanding to carry out detailed and sometimes involved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

OTHER SKILLS & ABILITIES

Must be able to type with ability to utilize computer programs including word processing, Excel, Access, and DBC. Must be detail oriented. Must keep abreast of specific benefits and changes as they affect the hourly union employee relationships, including insurance and Wingold retirement plan. The position requires the need to function in a team environment and interact with all levels of the organization.

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; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing 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 generally exposed to a non-manufacturing, office type environment and not subject to noise, dust, industrial type machinery.

The Company is committed to producing and delivering defect free products that are in compliance with all applicable legal and regulatory requirements and are of the highest levels of food safety, quality and productivity. To ensure this, all employees are required to be trained on and adhere to the FDA Current Good Manufacturing Policies as set forth by the Company as they pertain to personnel practices, equipment and facilities. It is also vital that all employees be aware of their work environment and prevent any accidental or intentional adulteration of the products produced at the facility.