Job Description and Qualifications Convent ASU & Brookhaven CO2 Site Administrative Assistant Responsibilities: Provide general administrative support to the site including operations, distribution, and management team.
Receive and screen all inbound telephone calls, e-mails, and visitors to the main office; refer and/or redirect calls, e-mails, or visitors as applicable.
Assist with distribution documentation associated with product deliveries, trip closings log review and processing shippers Assist plant personnel in the preparation of training sessions, safety meetings, social events, and other meetings
– make copies, locate, and prepare materials, coordinate/arrange meeting facilities, etc.
Follow up after meetings to complete associated data entry and filing.
Participate in plant and regional committees in an administrative support role (i.e., Environmental, Health & Safety Training, Employee Recognition, etc.) Pick up, receive, and distribute plant incoming and outgoing mail, parts, and supplies, and handle incoming/outgoing couriers Responsible for operation of office equipment including fax machines, printers, scanners, projectors, etc.
Order and maintain office supplies Maintain filing of EH&S, and other regulated documents and participate in related audits Maintain plant data files, purchasing files, plant manuals, check-sheets, logs, operating procedures, and other process safety information for the plant Work with IT support personnel to coordinate phone, computer, and related activities Participate in quality audits and environmental, health and safety audits as needed Work in SAP to create requisitions, receive goods and services Work with purchasing to resolve purchase order quality and payment problems with suppliers and contractors in a timely manner.
Arrange for payment of locally controlled supplier invoices.
Arrange for material to go back to suppliers for exchange, repair, over shipments, etc.
Includes coordinating customs paperwork Resolve invoice discrepancies Coordinate Corporate Credit card statements Assist at other Air Product facilities in the area as required Responsible for maintaining accurate payroll records for drivers (distribution) and entering in SAP Enter AP invoices in SAP E-Form system Universal Waste Management Waste Shipments and tracking.
Maintain drivers vacation, flexible holiday, and sick schedules.
Learn Ex training support Edit drivers logs in Samsara system Update drivers files in IT compliance Update, create and input drivers schedule bid.
Maintain confidentiality in all aspects of client, staff, and agency information Create and modify documents using Microsoft Office (Word, Excel & Power Point).
Organize meals for outages and other onsite meetings.
Ability to expand role based on capabilities and demonstrated success Demonstrate effective oral and written communications skills, maintain free and open communication.
Assist driver supervisor in day-to-day operation of distribution office.
Qualifications/Requirements: Minimum high school diploma with at least five years experience (industrial experience preferred).
Imperative to have strong interpersonal skills and be capable of interacting with a diverse team of people with various backgrounds and interests Demonstrated strong proficiency using Microsoft Office products, computer literacy.
SAP experience strongly preferred.
Excellent organizational skills and ability to manage competing priorities Superior time management skills, multitasking skills, and the ability to prioritize tasks with minimal supervision Excellent attention to detail.
Resourcefulness and flexibility High level of sound and independent judgment, reasoning, and discretion Detail oriented Ability to work independently and without supervision Excellent verbal and written communications skills and superior telephone manners Confident, personable, professional, and diplomatic Responsive and positive work attitude is essential Customer Service oriented A strong safety focus, with a full understanding of the applicability of Government EHS regulations.
DOT/Hazmat/Tanker regulations and knowledge is a plus.