Administrative Assistant I

Job Description:

Competitive Pay Rate: $20.00-$22.00 per hour

Job Type: Full-time

Benefits:

Health Insurance

Paid Time Off

Dental Insurance

Vision Insurance

401K

Schedule: 1st Shift

Position Overview:

As an Administrative Assistant, you will play a pivotal role in providing efficient administrative support to ensure smooth operations across multiple sites. Your strong organizational skills, attention to detail, and ability to handle a variety of tasks will contribute to the overall success of our company.

Responsibilities

General Administrative Support:

• •Perform various administrative tasks, including answering phone calls, responding to emails, and managing correspondence.
• •Coordinate and schedule meetings, conferences, and appointments for multiple sites.
• •Maintain and organize files, records, and documents in both electronic and physical formats.
• •Assist in preparing reports, presentations, and other documents as needed.
• •Other duties as assigned.

Site Coordination:

• •Serve as a central point of contact for site-specific administrative matters.
• •Coordinate site visits, ensuring necessary arrangements, such as travel and accommodations, are made.
• •Liaise with internal departments and external stakeholders to ensure smooth communication and collaboration across sites.

Data Management and Reporting:

• •Assist in data entry and data management tasks, ensuring accuracy and completeness of information.
• •Generate reports, compile data, and assist in analyzing and interpreting data as required.
• •Maintain databases and records, updating information regularly and ensuring confidentiality and security.
• •Accurately enter and update transactions and records in customer SAP/ERP systems.
• •Reconcile inventory or financial discrepancies and maintain high data integrity.
• •Create and distribute routine operational or status reports using SAP/ERP tools and Excel.
• •Communicate with logistics, supply chain, or finance teams to resolve processing issues.

Office Operations Support:

• •Order and maintain office supplies, equipment, and inventory for multiple sites.
• •Coordinate with vendors and service providers for repairs and maintenance of office equipment.
• •Support facilities management, including coordinating office space allocations, seating arrangements, and office logistics.

Travel and Expense Management:

• •Coordinate travel arrangements, including booking flights, accommodations, and transportation, for employees traveling between sites.
• •Assist in managing and reconciling travel expenses, ensuring adherence to company policies and guidelines.

Meeting Support:

• •Assist in organizing meetings, including scheduling, preparing agendas, and arranging necessary resources.
• •Take meeting notes, distribute them to relevant stakeholders, and follow up on action items.
• •Set up and maintain conference rooms, ensuring necessary equipment and supplies are available.

Requirements

• •High school diploma or equivalent qualification; additional certification in office administration is a plus.
• •Proven experience as an Administrative Assistant or in a similar role.
• •Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• •Proficiency in using office software (e.g., Microsoft Office Suite) and other relevant tools.
• •Hands-on experience with SAP/ERP systems.
• •Excellent written and verbal communication skills.
• •Attention to detail and accuracy in handling administrative tasks.
• •High accuracy in numerical data entry to prevent costly inventory or billing errors
• •Ability to maintain confidentiality and handle sensitive information with professionalism.
• •Strong interpersonal skills and the ability to work effectively with individuals at all levels
• •Answer inquiries from vendors or internal departments
• •Proactive and self-motivated, with the ability to work both independently and collaboratively.
• •Flexibility to adapt to changing priorities and multitask in a fast-paced environment.
• •Previous experience in a manufacturing or packaging company is advantageous.
• •Bilingual in English and Spanish.

MSI Express is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.