Administrative Support Assistant

Coda Search│Staffing; Paris (KY); On-site; USD 32,000 - 42,000; Full time

Job summary

Coda Search Staffing is seeking an Administrative Support Assistant to provide complex administrative and operational support in a manufacturing environment. The role requires interpreting guidelines, prioritizing tasks, and coordinating cross-functional activities with internal teams and external vendors.

The ideal candidate has 2–3 years of relevant experience, strong organizational and communication skills, and proficiency with Microsoft Office and PO processing.

Qualifications

• 2–3 years of administrative or operational support experience, preferably in manufacturing, biotechnology, or industrial production.
• Ability to manage multiple priorities and work independently with minimal supervision.
• Strong organizational, time management, and problem-solving skills.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook).
• Experience processing purchase orders (POs).
• Strong written and verbal communication skills.

Responsibilities

• Perform advanced administrative support activities requiring independent judgment, prioritization, and adaptation of standard procedures.
• Coordinate cross-functional activities and communications with internal teams and external vendors to support site operations.
• Conduct research, compile data, and prepare reports, dashboards, presentations, and other business materials.
• Support financial and operational processes, including expense tracking, cost allocation, and documentation management.
• Partner with facilities, maintenance teams, and external vendors to coordinate building-related projects, repairs, and site updates.
• Track and support completion of site KPIs, ensuring accuracy and timely reporting.
• Manage office operations, including meeting coordination, calendar management, and workspace logistics.
• Plan and execute site events, meetings, and training sessions, including communication and logistical coordination.
• Oversee mailroom operations, including incoming and outgoing shipments and distribution.
• Maintain document control systems, both electronic and physical, in compliance with company policies and regulatory requirements.
• Provide support for HR and talent acquisition processes, including interview coordination and onboarding logistics.
• Coordinate with IT for onboarding needs, including equipment setup, access, and workspace readiness.
• Communicate effectively with stakeholders at multiple levels to exchange information, ensure alignment, and drive engagement.
• Handle confidential information with a high degree of professionalism and discretion.

Skills

Multitasking

Organizational skills

Microsoft Office

PO processing

Communication skills

Independent work

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Outlook

Job description

The Administrative Support Assistant performs a range of complex administrative and operational support activities requiring interpretation of established guidelines and the ability to make sound judgments when standard procedures may not fully apply. This role supports a broad scope of business processes within a manufacturing environment to ensure effective operations and drive efficiency.

• 2–3 years of administrative or operational support experience, preferably in a manufacturing, biotechnology, or industrial production setting.
• Demonstrated ability to manage multiple priorities and work independently with minimal supervision.
• Strong organizational, time management, and problem-solving skills.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook).
• Experience processing purchase orders (POs).
• Strong written and verbal communication skills.

Preferred Qualifications

• Knowledge of SAP or other ERP systems.
• Experience supporting complex or technical business processes.
• Experience working with vendors and coordinating external partnerships.
• Familiarity with expense reporting, KPI tracking, and operational reporting tools.
• Experience supporting site-level operations or senior leadership.

Key Responsibilities

• Perform advanced administrative support activities requiring independent judgment, prioritization, and adaptation of standard procedures.
• Coordinate cross-functional activities and communications with internal teams and external vendors to support site operations.
• Conduct research, compile data, and prepare reports, dashboards, presentations, and other business materials.
• Support financial and operational processes, including expense tracking, cost allocation, and documentation management.
• Partner with facilities, maintenance teams, and external vendors to coordinate building-related projects, repairs, and site updates.
• Track and support completion of site KPIs, ensuring accuracy and timely reporting.
• Manage office operations, including meeting coordination, calendar management, and workspace logistics.
• Plan and execute site events, meetings, and training sessions, including communication and logistical coordination.
• Oversee mailroom operations, including incoming and outgoing shipments and distribution.
• Maintain document control systems, both electronic and physical, in compliance with company policies and regulatory requirements.
• Provide support for HR and talent acquisition processes, including interview coordination and onboarding logistics.
• Coordinate with IT for onboarding needs, including equipment setup, access, and workspace readiness.
• Communicate effectively with stakeholders at multiple levels to exchange information, ensure alignment, and drive engagement.
• Handle confidential information with a high degree of professionalism and discretion.