Administrative Support Specialist

Washington Mills; City of Niagara Falls (NY); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Medical and dental plans

Retirement plan

Life insurance

Paid vacation

Holiday time

Sick/personal leave

Career development

Job summary

Washington Mills is seeking an Administrative Support Specialist in Niagara Falls, NY to support day-to-day office operations and assist multiple departments. The role reports to the Human Resources Manager and requires strong communication, organization, and MS Office proficiency.

Responsibilities include greeting visitors, handling mail, maintaining office supplies, processing invoices, and supporting shipping and accounts payable as needed.

Qualifications

• Associate degree or 3 years business experience.
• Strong communication skills and interpersonal abilities.
• Ability to multi-task and work across departments.
• Proficient in MS Office applications (Excel, Word, PowerPoint).
• Team-oriented and adaptable to a fast-changing plant environment.

Responsibilities

• Greet and assist office visitors.
• Inventory and restock office supplies.
• Receive, sort, and distribute mail.
• Obtain approval for and issue employee gate passes.
• Routinely inventory and restock the office lunchroom.
• Issue labels, pick tickets or other documentation from the ERP system to support Operations/Supervision.
• Review and issue production transactions for accuracy.
• Input and maintain relevant data points for management review.
• Prepare shipping paperwork for Shipping Department.
• Issue, receive, and archive invoices.
• Coordinate with shipping/receiving to ensure products arrive in good condition.
• Organize file system for vendor, customer orders and invoices.
• Obtain environmental data as needed.
• Cross-reference deliveries with purchase orders; work with AP to process.

Skills

Excellent communication

Interpersonal skills

Multi-tasking

MS Office

Verbal communication

Written communication

Team coordination

Physical stamina

Education

Associate degree

3 years business experience

Tools

Excel

Word

PowerPoint

Job description

Administrative Support Specialist

Position type: Full-Time, Salaried

Location: Niagara Falls, NY

Ask Yourself This...

Do you have developed interpersonal skills with an attention to detail? Are you a dependable, adaptable person ready to contribute to the facility as needed? Are you ready to join a family-owned, employee-focused, company? If so, then join us as our next Administrative Support Specialist in Niagara Falls, NY!

Who We Are

Washington Mills is built on values that matter. Founded more than 150 years ago, we have earned our reputation as one of the world’s most trusted and reliable producers of abrasive, ceramic and refractory grains and powders. Serving thousands of customers and offering the broadest selection of abrasive grain and specialty electro‑fused minerals in the market today, we constantly pursue growth in our products, our approach, and our people. Our founding principles of honesty, integrity and reliability still guide our business today, and we are a proud community of hands‑on problem solvers, committed to shaping the materials applications of the future. With global distribution and sites located throughout North American and Europe, Washington Mills opens the door to a world of opportunity, creativity, and challenge.

What You’ll Do

The Administrative Support Specialist plays a pivotal role in our day-to-day operations. Acting as an office administrator and critical resource for our team of salaried professionals, this role will support many departments and must be willing to contribute where needed. This position reports to the HumanResources Manager.

• Greet and assist office visitors.
• Inventory and restock office supplies.
• Receive, sort, and distribute mail.
• Obtain approval for and issue employee gate passes.
• Routinely inventory and restock the office lunchroom.
• Issue labels, pick tickets or other documentation from the ERP system to support Operations/Supervision.
• Review and issue production transactions as received for accuracy.
• Inputting and maintaining relevant data points and presenting to management for review.
• Prepare shipping paperwork for Shipping Department.
• Issue, receive, and archive sales and laboratory invoices.
• Act as a liaison for the shipping and receiving department, ensuring that products arrive in good condition.
• Organize and maintain file system for vendor orders and invoices and customer invoices and orders.
• Obtain various environmental data points as needed.
• Cross-reference product deliveries with purchase orders and work with Accounts Payable to process accordingly.
• Serve as a backup to Inventory Control Lead and/or Accounts Payable as needed.

What You’ll Need

To be successful in this position, you must:

• Possess an associate’s degree or 3 years business experience
• Excellent communication skills.
• Strong verbal and written skills.
• Highly developed interpersonal skills.
• Ability to multi-task.
• Must be able to sit, stand, bend, walk the plant facility, and lift up to 25lbs. on a daily basis.
• Highly adaptable, self-motivated individual with the ability to work in a fast-changing environment with minimal supervision.
• Team-oriented.
• Ability to communicate and coordinate amongst cross-functional teams.
• Must be proficient in computer skills (excel, Word, PowerPoint) and will be trained to learn various Company business systems to manage all areas of the job.

Compensation

We proudly offer robust compensation and benefits packages, including:

• Competitive pay, commensurate with experience
• Heavily subsidized medical and dental plans
• Employer-sponsored retirement plan
• Company-paid life insurance
• Immediate paid vacation and generous holiday time
• Family-friendly sick and personal leave policies
• Opportunities for career development

Washington Mills aims to deliver a comprehensive compensation package. The compensation provided is the national pay range for this position of $55,000.00 - $65,000.00 per year depending on experience. However, the base pay offered may vary depending on geographic region, job-related knowledge, skills, and experience among other factors.

The above statement reflects the general details considered necessary to describe principal functions of the job identified and shall not be construed as a detailed description of all the work requirements that may be inherent in the job.