Administrative Manager

Paulo-2; St. Louis (MO); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401k with employer match

Paid holidays

Employee referral program

Job summary

Paulo Products Company seeks a seasoned Plant Office Administrator to oversee daily administrative operations at the St. Louis plant. You will support the Plant Manager, HR-TMS, and department leaders, manage records, payroll, and purchasing processes, and ensure confidentiality across all tasks.

Responsibilities include coordinating pre-employment screenings, DOT compliance papers, and reports for leadership while promoting efficiency and accuracy in a fast-paced manufacturing environment.

Qualifications

• High School Diploma required.
• 5+ years of experience in admin/HR roles.
• Experience with payroll and HRIS systems.
• Strong communication and confidentiality.
• Proficiency in MS Office.

Responsibilities

• Provide administrative support for the St Louis Plant operations.
• Support Customer Service and purchasing processes as needed.
• Maintain and organize personnel records (digital & paper).
• Coordinate pre-employment screenings and new-hire paperwork.
• Assist payroll processing and benefits inquiries.
• Ensure confidentiality and compliance with policies.
• Coordinate DOT-related administrative requirements with HR-TMS.
• Prepare reports for plant leadership and assist training efforts.

Skills

MS Office

Leadership

Confidentiality

Communication

Analytical skills

Problem-solving

Initiative

Teamwork

Education

High School Diploma

Tools

HRIS system

Payroll software

Vendor management system

Job description

Manage the daily operation of the St Louis plant office and oversee the administrative functions of the plant. Support and assist the Plant Manager and other leaders in the administrative functions of their respective departments.All administrative information is confidential and should only be disclosed to and/or discussed with authorized personnel. Any breach of confidentiality will result in disciplinary action and may result in termination.KEY RESPONSIBILITIESProvide administrative support for the St Louis Plant as necessary.Support the Customer Service Department, as needed.Organize and supervise the purchasing system and office files (digital & paper) in compliance with the quality system and purchasing procedures.Interpret and understand the Paulo Products Company Team Member Handbook and Union Contract, policies and procedures.Work with temporary employment agencies to help with staffing and payroll management.Process paperwork for all personnel status changes, i.e. hires, classification changes, promotions, terminations, etc. and forward to the HR-TMS team for final processing.Manage the plant’s hiring process including handling all of the pre-hiring processes, such as pre-employment physicals, drug screens, background checks, IS requests, orientation and required paperwork.Help plant management with all forms of personnel coaching and corrective action as well as team member development.Act as plant liaison for HR-TMS for all DOT related administrative requirements.Maintain and update hourly and salaried personnel files (digital & paper), vacation schedules, time off requests, training increases and learning assignments.Review plant payroll for production and administrative team members while maintaining supporting documents for the HR-TMS team to process the payroll.Assist team members with all inquiries concerning the HRIS system, scheduling, benefits, pay, etc.Report Workers’ Compensation injuries immediately to the Director of HR and Safety Stat system. Will provide appropriate paperwork to HR-TMS to ensure accurate record keeping and communications.Provide purchasing customer service support related to billing and paperwork questions.Communicate all customer related issues to plant leadership.Assist all plant leaders with various reports and studies.Collect, organize, and process productivity data for the St Louis Plant.Works with corporate headquarters to ensure compliance with all federal, state and local regulations.Maintain MSDS book and support process control on safety related items.Act as a liaison to the plant for Corporate Departments.Coordinate computer training, act as network liaison to the Information Services department, and provide basic computer training and support.Analyzes internal processes and plans or implements procedural and policy changes to improve operations.Research prices for purchasing of supplies, equipment, and services.Recommend cost savings methods, such as vendor or supply changes to improve efficiency.Maintain and update procedures manual and checklists relating to the position.Purchase materials and supplies as directed by the Plant Manager, but maintain the office supplies without supervision.Negotiate contracts with various vendors and act as liaison. (i.e. Janitorial, floor mats, uniforms)Support and preparation for employee events and planning functions such as business meetings, luncheons, employee appreciation events, etc.Manage General Inventory program including quarterly counts and reorder levels.Travel to and participate in job-related meetings, conventions, training, etc. Such travel may involve overnight stays of one or more nights.Other duties as assigned.Qualifications:Education and Skills:High School Diploma, or High School Equivalency Diploma required.5+ years of experience in same or related role.Analytical skills- Must be able to review an organization’s procedures and identify ways to improve efficiency.Proficient in Microsoft Office, including Word, Excel and PowerPoint.Strong leadership and problem-solving skillsCommunication:Must be approachable and an effective communicator.Listens to team members.Must be able to maintain a high level of confidentiality.Initiative:Self-starter, needs little to no supervision.Anticipates needs and works toward fulfilling them effectively.Ability to think and make good sound decisions with minimal supervision.Takes a proactive approach in anticipating, identifying and solving problems so they do not happen again.Lead by setting a good example (Role Model) – Behavior consistent with words (Attendance, 5S, Safety…)Teamwork:Promotes constructive teamwork and a positive work environment focused on meeting plant goals.Works effectively with team members in identifying problems, potential problems, and opportunities for improvement.License(s)/Certification(s) Required:Valid driver’s license and acceptable Motor Vehicle Record in compliance with Paulo’s Vehicle Use Policy.Competitive Benefits Package:Medical benefits (including Teledoc Telehealth Visits)Dental benefitsGroup Life InsuranceVoluntary Life InsuranceVision InsuranceHoliday PaySickness & Accident pay401k with employer match and employer contribution up to 5.5%Employee Referral Bonus & chance to win annual $2,000 drawing!Employee Assistance Program