Administrative Assistant I

Specialty Coating Systems; Indianapolis (IN); On-site; USD 32,000 - 42,000; Full time

Job summary

Specialty Coating Systems in Indianapolis is hiring an Administrative Assistant I to support shipping, reception, data entry, and general administrative duties at our site. The role requires attention to detail, professional communication, and the ability to work with various teams in a fast-paced environment.

You will be handling routine documentation, coordinating with vendors and customers, and assisting with office operations to maintain a smooth workflow.

Qualifications

• High school diploma or GED with relevant office experience; associate degree preferred for advancement.
• Strong data entry and typing skills with high accuracy; ability to learn new software and processes.

Responsibilities

• Answer phones or route calls and provide information to callers.
• Assist with shipping, reception, data entry, and general administrative tasks.
• Coordinate event or catering planning and maintain organized conference areas.
• Prepare documents, reports, and correspondence with attention to confidentiality and quality.

Skills

Communication

Organization

Interpersonal skills

Typing

Data entry

Education

High school diploma or GED

Associate's degree

Tools

MS Word

MS Excel

MS PowerPoint

Job description

The Administrative Assistant I provides and/or performs a combination of the following services: shipping support, receptionist, data entry, and administrative assistant. Depending on the needs of the business unit, the array of assigned tasks and responsibilities may vary widely from site to site.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Adhere to plant and corporate safety policies.
• Answers telephone and provides information to callers or routes calls to appropriate official. May have (frequent) communication with customers and/or vendors, as assigned.
• Assist in other areas or perform other duties as required by fluctuating business needs.
• Assist with event and catering planning, keep conference room and kitchenette in neat appearance and stocked with goods
• Follows processes, work instructions, MSP's and other written and/or verbal instructions.
• Identify opportunities and support continuous improvement / corrective action activity.
• Maintains supply of HR forms in breakroom, monitors bulletin board displays in break room
• Performs data entry into various business systems, such as MRP/ERP systems and / or quality management systems.
• Responds to and takes appropriate action with email correspondence both internal and external to SCS.

ADDITIONAL FUNCTIONS AND RESPONSIBILITIES:

• Compile and assign job packet (customer process/runsheet/etc) to incoming product.
• Coordinate international shipments, overnight shipments,
• Create packing slips, invoices, shipping labels, certificates of compliance, air bills, and export papers.
• Identify and help resolve discrepancies between receipts and documentation.
• Keeps shipping software programs up to date.
• Maintains a neat and orderly work area.
• Provide Order Entry support to a second site.
• May coordinate Service Award and/or SC Logo Clothing/Company Store Program
• May maintain inventory of shipping and packaging materials and supplies.
• May perform procurement functions such as internal orders, Purchase Requisition placement, order tracking, inventory, etc.

EDUCATION, CERTIFICATES, LICENSES, REGISTRATIONS AND/OR EXPERIENCE:

High school diploma or general education degree (GED) and minimum three years related experience or an associate's degree and one year related experience.

BASIC SKILLS:

• Able to accurately complete standard forms and spreadsheets compliant to quality procedures.
• Able to comprehend basic written and verbal instructions.
• Able to interact professionally with customers, vendors, and all layers of the organization.
• Able to perform basic math functions.
• Able to solve problems and make decisions quickly. Rapidly analyze the downstream impact of such decisions, and know when to seek advice/guidance from others.
• Able to speak, read and write grammatically correct English.
• Able to type efficiently and accurately
• Able to write reports, memos and any other business correspondence.
• Possesses exceptional customer service skills.
• Possesses high ethical standards and ability to maintain confidentiality
• Possesses well-developed communication, organizational and interpersonal skills.
• Presents a professional attitude and handles confidential information according to non-disclosure guidelines
• Presents professional demeanor and appearance as to greet external visitors and customers
• Proficient in MSWord, MS Excel, and MS PowerPoint.
• Self-motivated and able to work independently with limited supervision.
• Well organized and detail oriented. Demonstrates a high level of accuracy when compiling or recording data and composing reports.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.