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)