Administrative Assistant

Valmont Industries, Inc.; Claremore (OK); On-site; USD 32,000 - 46,000; Full time

Benefits offered by this job

Healthcare benefits

401k with company match

Paid time off

Tuition reimbursement

Job summary

Valmont Industries, Inc. in Claremore, OK is seeking an Administrative Assistant to handle day-to-day site leadership support, prepare reports, schedule meetings, arrange travel, order supplies, answer phones, and assist Accounts Payable.

The role also involves data gathering, record-keeping, and generating presentations using Word, Excel, PowerPoint and Publisher. The ideal candidate will have a High School diploma with 4+ years of experience or an Associate degree, strong Microsoft Office

Qualifications

• High School diploma and 4+ years of work/educational experience or Associates Degree
• Proficient with Microsoft Suite Products (Word, Excel, Outlook, PowerPoint)
• Ability to prioritize, organize and balance work needs and deadlines of multiple groups
• Detail oriented with excellent organizational skills
• Excellent communication skills, both written and verbal
• Must be able to interact with employees at all levels of the organization
• Demonstrates credibility and integrity, sound judgment and the ability to keep confidential information
• Must be able to work without supervisory oversight and on teams as needed
• Demonstrates a passion for the business, its products and its customers
• Ability to deliver results
• Demonstrates continuous improvement efforts and actively looks for ways to reduce waste

Responsibilities

• Driver Check-In & Yard Flow: monitor Live Load aging and coordinate with carriers
• Camera & Digital Records: maintain Live Load camera system and file footage
• Document Processing & Auditing: assemble BOL packets and route docs
• Gather data from multiple sources and compile reports for management
• Prepare reports and presentations using Word, Excel, PowerPoint and Publisher
• Answer messages and manage correspondence for site leadership
• Maintain calendars and coordinate meetings and travel
• Schedule meetings for senior leadership and coordinate joint meetings
• Liaise with vendors and manage office supplies
• Accounts Payable support and basic data analysis
• Other administrative and analytical duties as assigned

Skills

Microsoft Office proficiency

Excellent communication

Prioritization and organization

Detail-oriented

Interpersonal communication

Education

Associates Degree

Business Degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

6492 Tower Lane Claremore Oklahoma 74017

Why Valmont

We’re Here to Move the World Forward.

Valmont impacts millions of people around the world every day, yet they might not realize the many ways. Our technology is helping feed the growing population, supplying the world with more reliable energy and access to renewables, enhancing connectivity in remote and urban locations to create a sustainable future and so much more. Simply put, Valmont is advancing agricultural productivity and reimagining vital infrastructure to make life better.

Join a Fortune 1000 company that respects hard work, honors diversity and invests in our employees as we focus on creating the world of tomorrow, today. We are the modern workforce. Are you ready to move the world forward?

A Brief Summary Of This Position

The Administrative Assistant is an Individual Contributor responsible for handling all of the day-to-day demands of the site leadership in all areas of administrative support, completing reports, scheduling meetings, booking travel/venue for meetings, ordering supplies, answering phone and monitoring front door visitors. This role will also provide support for the Accounting Department in processing mail, Accounts Payable and analysis as needed.

Essential Functions

• Driver Check-In & Yard Flow: Serve as the primary driver check-in point and monitor Live Load aging on the counter to prevent stagnation beyond planned loading windows. Follow up with assigned carriers if dates slip.


• Camera & Digital Records: Maintain the Live Load camera system, upload footage to the shared drive, perform short-form filing, and execute record-keeping as needed.


• Document Processing & Auditing: Assemble and organize completed BOL packets, verify short forms match loads, retention of short forms, and route completed documentation to Shipping manager and shipping coordinators.


• Gather data from multiple sources and compile in to reports for management


• Prepare reports and presentations on a variety of topics in various format utilizing Word, Excel, PowerPoint and Publisher Software


• Determine significance and distribution of incoming correspondence and deliver to appropriate personnel


• File and retrieve confidential company documents, records and reports


• Maintain calendars as applicable, respond to meeting requests, and handle logistics of day to day activities


• Schedule meetings for senior leadership and coordinate joint meetings, conferences, conference calls, etc.


• Take messages, answer email and send memos and other types of correspondence on behalf of site leadership


• Maintain appropriate professional competencies, certifications, licenses, etc., necessary to perform job


• Liaison with copier vendor to report issues, schedule cleanings, etc.


• Orders office supplies as needed


• Accounts Payable support of documentation


• Analyze data and prepare charts


• Other administrative and analytical duties as assigned

Required Qualifications of Every Candidate (Education, Experience, Knowledge, Skills and Abilities)

• High School diploma and 4+ years of work/educational experience or Associates Degree


• Proficient with Microsoft Suite Products (Word, Excel, Outlook, PowerPoint)


• Ability to prioritize, organize and balance work needs and deadlines of multiple groups


• Detail oriented with excellent organizational skills


• Excellent communication skills, both written and verbal


• Must be able to interact with employees at all levels of the organization


• Demonstrates credibility and integrity, sound judgment and the ability to keep confidential information


• Must be able to work without supervisory oversight and on teams as needed


• Demonstrates a passion for the business, its products and its customers


• Ability to deliver results


• Demonstrates continuous improvement efforts and actively looks for ways to reduce waste

Highly Qualified Candidates Will Also Possess These Qualifications

• Three years office administration experience


• Business Degree is preferred


• Experience within a manufacturing company, division or corporate office setting

Working Environment And Physical Efforts

Work is typically performed in an office setting. The incumbent is regularly required to sit for extended periods of time, as well as talk and listen on the phone and in personal conversations or meetings. Environment is fast paced and demanding most of the time. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms while working in the office with various files and forms and while working on the computer. The employee is occasionally required to move about the office. Incumbent must utilize proper ergonomic safeguards such as monitor height and positions, keyboard location and height and proper wrists rests. The employee must occasionally lift and/or move up to 15 pounds in working with large files, binders, and computer equipment.

Benefits

Valmont offers employees and their families a comprehensive Total Wellbeing benefit package to ensure their individual and family’s overall wellness needs are met. Some offerings are dependent upon the role, work schedule, or location and can include the following:

• Healthcare (medical, prescription drugs, dental and vision)


• 401k retirement plan with company match


• Paid time off


• Employer paid life insurance


• Employer paid short-term and long-term disability including maternity leave


• Work Life Support


• Tuition Reimbursement up to $5,250 per year


• Voluntary programs like tobacco cessation, Type 2 diabetes reversal, one-on-one health coaching, mortgage services and more

Valmont does not discriminate against any employee or applicant in employment opportunities or practices on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, veteran status, disability or any other characteristic protected by law. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

If you have a disability and require any assistance in filling out the application for employment email [e-mail].