Administrative Assistant I

Job Description:

Competitive Pay Rate: $20.00-$22.00 per hour

Job Type: Full-time

Benefits:

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Health Insurance

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Paid Time Off

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Dental Insurance

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Vision Insurance

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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.

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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.