Administrative Assistant

Universal Recycling Technologies, LLC.; Janesville (WI); On-site; USD 32,000 - 42,000; Full time

Job summary

Universal Recycling Technologies, LLC. seeks an energetic front-desk Administrative Assistant to support the Operations Department in a full-time role. Core hours are 7:30 a.m.

to 4:30 p.m., Monday through Friday, with Spanish language ability desired to assist a diverse customer base. The role includes managing records, coordinating office supplies, answering calls, coordinating with HR/EHS, and performing ERP tasks in AX and related systems, while maintaining confidentiality and

Qualifications

• High School Diploma/GED required; an Associate Degree is preferred.
• Two years of administrative/clerical experience is preferred.

Responsibilities

• Maintain local department records and files relating to production activities.
• Maintain inventory of office supplies and requisition items; place orders as needed.
• Answer inbound telephone calls; direct to appropriate person and take messages.
• Serve as liaison for HR/EHS as needed.
• Perform scheduling duties as needed.
• Assist production associates with production records, files, and reports.
• Assist the plant manager as directed.
• Perform ERP transactions as required.
• Verify and attach backup documentation into AX for all customers.
• Maintain confidentiality and integrity of information.
• Provide support for inbound/outbound load reconciliation.
• Print driver paperwork daily.
• Communicate with customer service when facility driver is not operating.
• Maintain company calendar for customer visit scheduling and coordinating with departments.
• Direct outbound load needs to the BRC as relayed by plant manager/ops supervisor.
• Validate need for lease vehicles by analyzing facility needs with plant manager.
• Establish productive relationships among departments.
• Act as business partner across the organization.
• Operate office equipment and use CRM, Dynamics AX, Waste Secure, etc.
• Other duties as assigned.

Skills

Interpersonal skills

Multitasking

Organization

Independent work

English grammar

Bilingual

Team collaboration

Time management

Customer service

Computer proficiency

Education

High School Diploma/GED

Associate Degree

Tools

CRM

Dynamics AX

Waste Secure

Excel

Office 365

Job description

We are seeking an energetic, professional, customer-service oriented person for our front-desk Administrative Assistant!

This position is full time (40 hours/week), Monday through Friday, with core hours typically between 7:30 a.m. and 4:30 p.m. Ability to speak Spanish desired.

Read on to learn more....

General Summary

The Operations Administrative Assistant position provides support to the daily activities of the entire Operations Department through the execution of various technical and administrative tasks.

Essential Job Functions

• Maintain local department records and files relating to production activities.
• Maintain inventory of office supplies and requisition items, place orders as needed.
• Assists with answering inbound telephone calls, directing calls to the appropriate person, and taking detailed and accurate messages as needed.
• Serves as liaison for HR/EHS as needed.
• Performs scheduling duties as needed.
• Assists production associates with production records, files, and reports as needed.
• Assists the plant manager as directed.
• Perform ERP transactions as required.
• On a daily basis, verify and attach backup documentation into AX for all customers.
• Maintains absolute confidentiality and integrity with all written and oral information.
• Provide support for inbound/outbound load reconciliation.
• Print driver paperwork daily.
• Communicate with customer service when facility driver is not operating and cannot make scheduled stops.
• Maintain company calendar for customer visit scheduling, and facilitating and coordinating with departmental personnel and other company departments meeting objectives.
• Direct outbound load needs to the BRC based on plant needs, as relayed by plant manager and/or operations supervisor.
• Validate need for vehicles under lease by analyzing the needs of each facility on a periodic basis with plant manager.
• Establish and build effective and productive relationships among other departments.
• Act as business partner with all areas within the organization.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management (CRM), Dynamics AX, Waste Secure, and other applications.
• Other duties as assigned.

Knowledge, Skills, Abilities

• Requires computer proficiency in a Windows based environment with all Microsoft Office programs.
• Requires advanced math skills.
• Must have excellent working knowledge of English grammar; bilingual is a plus.
• General knowledge of enterprise wide computer software systems desired.
• Excellent interpersonal skills.
• Ability to multi-task and maintain high degree of organization.
• Ability to work independently as well as within a team environment.

Education and Experience

High School Diploma/GED required, Associate Degree desired.Two years of administrative/clerical work experience is preferred.

Organizational Relationships

Regular interaction internally with individuals at all levels within the organization, externally with customers and vendors, often concerning topics that may be highly sensitive and confidential in nature.

Working Conditions

This job is primarily performed in an office environment, seated at a desk, working at a computer for long periods of time. Some work is done by interacting with production and safety personnel on the plant floor. The plant floor is, at times, a loud and dusty industrial manufacturing environment with constant movement of heavy equipment. Being on the plant floor requires the wearing of some Personal Protective Equipment (PPE). Occasional lifting of 25 pounds or less.