ESSENTIAL DUTIES AND RESPONSIBILITIES The following description of work to be performed by this individual is not intended to be all-inclusive.
Rather, it focuses on the major tasks that must be accomplished GENERAL Ensure that safety is always the number one priority at Alexandria Industries; promote and support a safe work environment and safety oriented culture by following all safety programs and guidelines Keep reception area and conference rooms clean, organized and inviting for all guests Actively model and reinforce the A.I.
culture through programs, policies, procedures, and interactions ADMINISTRATIVE Answer and route all telephone calls to the proper persons.
Greet and direct all persons who come into the office.
Maintain digital signage for Communications Board and Lunch Room Using template database, create shared content for all digital display boards.
Prepare conference room for customer visits, clean room after customer visits Order food and/or lunches for customer visits, company training, etc.
if requested.
Send out birthday & anniversary cards.
Maintain and update AEM Ultipro company page with current information, site events, etc.
Maintain Informational bulletin boards, providing relevant information with regarding to training and continuing education opportunities; Community programs to assist with family needs; and Free or lost cost activities for employees and their families.
Maintain office supply inventory.
Working with corporate and company chaplains, maintain supplies for blessing bags and other requested materials.
Prepare overnight and 2 day shipments for Leadership Team and serve as a back-up for shipments in absence of Shipping and Receiving coordinator.
Place service calls for vending, coffee, and copy machines in front office and production floor.
Work with Quality Manager to maintain ISO documentation of key measures is current.
Complete monthly and quarterly aluminum usage reports for submission to Aluminum Extruder Council.
Be available and offer to help out in other departments of the company.
ACCOUNTING Audit all vendor invoices for account and clerical accuracy Enter all vendor invoices into Accounts Payable system Report all invoice and receiving discrepancies to proper authorities for approval Pay invoices on a timely basis to maximize discounts and/or cashflow Reconcile vendor statements Work with vendors and staff to resolve AP invoicing problems Ensure efficient processes and interface with AP/Receiving Process and mail vendor payments on weekly basis Maintain electronic vendor records including but not limited to scanning of updated contracts and pricing sheets, obtaining current W-9 forms from vendor as well as current certificate of insurance documents from contractors and transportation carriers Respond to inquiries regarding status of invoices/payments CUSTOMER SERVICE: Perform filing, file maintenance, scanning, faxing and other clerical support duties for QROC Specialist group.
Review customer purchase orders and contracts per Contract Review process Process customer invoices on a daily basis, update and distribute daily sales report to designated recipients Complete and distribute sales forecast report to all designated recipients HUMAN RESOURCES Order flowers for celebration and funerals as requested Actively participates in team member communications and assists coordinating company and community events.
Assist with administrative recruitment activities Posting of approved positions on Hireivy and Dept of Workforce Development Schedule interviews and communicate all relevant information to applicants and interview team.
Create new hire orientation and benefit packets including communication regarding same.
Assist with delivery of new hire orientation Assist with preparations for onboarding and training sessions.
Ensure Information Wall is stocked with relevant information: Identified health education materials Employee benefit information Discount programs Ultipro Instructional Information Support, plan, implement and participate in employee engagement initiatives.
Create/Replace employee badges Maintain training records for all mandatory training to ensure all staff have completed (ie Annual Right to Know) SAFETY Participate on safety committee and ensure minutes are updated and posted in a timely manner Provide administrative support to Site Safety Coordinator with regard to planning and implementation of employee safety activities (i.e.
safety fair) Ensure Safety Boards are updated and maintained with current information.
Prepare GHS labels in compliance with OSHA Hazardous Communications Program Inventory and restock first aid and safety supplies in both the office and production floor.
OTHER JOB DUTIES (Not considered essential to the job) Perform all other related assignments (including special projects) as required in a professional and cooperative manner