Facility Administrator (Administrative Assistant) at SOFIE

Facility Administrator (Administrative Assistant)

The Facility Administrator reports to the Facility Manager and is responsible for the warehouse, inventory and other administrative duties at the facility.

Responsibilities

• Maintains warehouse and inventory for all site production material
• Inventory office supplies and make purchases when needed
• Works with Corporate office to ensure billing is accurate
• Works with Sales to handle the tracking of all credits
•  Enters customer information in system and keeps information on file
• Assists Pharmacy in entering misc. information, prescriptions, etc. as needed
• Maintains a daily report that details events of the day at the facility that effect the administrative department 
• Checks in all packages.  Copies, files and sends all packing slips, PO/RO’s as required by purchasing
• Manage MSDS book and assures that all vendors provide current information
• Tracks UPS and FEDEX
• Answers telephones, fax, photocopy, and file
• Types and creates forms/memos for the staff
• Takes minutes for all meetings, types and distributes
• Organizes office – create files to maintain easy access to information
• Assures that site is clean
• Manages the calendar and schedules meetings, as necessary
• Creates and maintains database and spreadsheet files
• Collects all new hire paperwork and forwards to HR, distributes all HR forms, policies and/or information
• Assists with time cards and forwarding payroll hours to Payroll for hourly employees
• All other duties as assigned

Experience

• Associates Degree plus 2 years of Administrative experience or equivalent required 
• Experienced in inventory control and warehousing
• Excellent customer services skills required
• Excellent Microsoft suite skills (Word, Excel, PowerPoint, Access and Outlook) required
• ADP data entry with time tracking experience preferred
• Ability to read, analyze and interpret accurately business correspondence and technical procedures
• Ability to write reports and business correspondence
• Ability to effectively communicate information and respond to questions or complaints from groups of managers, clients, customers and the general public
• Ability to accurately calculate figures and amounts such as discounts, interest, percentages
• Ability to accurately apply concepts such as fractions, percentages, ratios and proportions to practical situations
• Must be detail-oriented, responsible and have the ability to multi-task
• Ability to remain seated for extended periods of time
• Ability to use hands to finger, handle, or feel in using office equipment, including the computer system for extended periods of time
• Ability to talk and hear to conduct frequent phone correspondence
• Close vision and focus capabilities to view computer screen, Company documents, and correspondence
• Strong interpersonal skills for interacting with customers (internal & external)