Administrative Assistant

About Our Client :

Our client, a subsidiary of a global industry leading conglomerate, has been in business for more than 50 years providing state-of-the-art processing equipment for their partners in the food industry. They specialize in providing total line solutions—from consultation through system design, manufacturing, and integration. Their cutting-edge technology focuses on turnkey systems for high-capacity further processing lines.

Job Summary :

Under minimum supervision of the Human Resources and Accounting Departments, the Administrative Assistant performs routine office clerical duties, accounting support, and projects, assists with Company events, and assists in the creation of the monthly employee presentation, recognition and safety initiatives. This person also ensures all supporting documentation and data entry are entered correctly, phone calls are answered and handled accordingly, and provides administrative support to other departments when necessary.

Duties/Responsibilities :

General Clerical/Administrative Support

• Answer all incoming phone calls.
• Provide outstanding service to all visitors, vendors, and customers.
• Work with departments on general administrative projects, files, and media current.
• Prepare, maintain and distribute reports and charts as needed.
• Maintain up-to-date and accurate database, files, and information.
• Must have command of general office software and skills.
• Perform other related duties/projects as assigned.

Human Resources Support

• Work with HR to keep employee information boards, files, and media current.
• Create monthly employee presentation.
• Represent the HR department with integrity, ethical practices, remain confidential with information, and adhere to safe practices.
• Create birthday, anniversary, and other forms of recognition notices and flyers.
• Assist Payroll/HR with any clerical, data entry, or file maintenance both electronically and physically.
• Assist in generating marketing materials as needed and maintain an acceptable inventory of marketing materials for recruiting and recognition initiatives.
• Prepare, maintain and distribute reports and charts as needed.
• Maintain up-to-date and accurate database, files, and information.
• Empty file cabinets into storage boxes as needed.
• Perform other related duties/projects as assigned.

Accounting Support

• All vendor invoices filed on a DAILY basis.
• Empty file cabinets into storage boxes as needed.
• Vendor invoice entry, verify information from receiving paperwork matches before entering the invoice.
• Sign shipping documents.
• Scan customer signed shipping documents and process according to current accounting practices.
• All documents should be batched per shipment date and saved in box for file room.
• Customer payment applications as needed.
• Prepare, maintain and distribute reports and charts as needed.
• Maintain up-to-date and accurate database, files, and information.
• Perform other related duties/projects as assigned.

Required Skills/Abilities :

• Good oral and written communication skills.
• Be committed, professional and able to maintain consistent and reliable attendance.
• Good problem solving skills.
• Strong data entry skills with basic knowledge of database concept.
• Intermediate MS Office skills (Excel, Word, PowerPoint).
• Must work well in a diverse and fast-paced environment while interacting with all levels of staff with a high degree of professionalism and positive demeanor.
• Demonstrate the initiative and ability to work independently.
• Must possess a high level of accuracy, attention to detail, excellent organizational and time management skills, and complete tasks quickly and accurately by the deadline.

Education and Experience :

• High school diploma or GED.
• Previous work experience preferred.

Benefits :

• Medical and Dental Insurance
• Vision Insurance
• Prescription Drug Benefit Coverage
• Wellness Program
• Employee Assistance Program
• Healthcare Savings Accounts
• Healthcare and Dependent Care Flexible Spending Accounts
• Company-Paid Long-Term-Disability Insurance
• Company-Paid Short-Term-Disability Insurance
• Company-Paid Life Insurance
• 401(k) Savings Plan with Company Match
• Paid Vacation
• Paid Holidays
• Voluntary Benefit Programs
  • Supplemental Life Insurance
  • Spouse & Dependent Life Insurance
  • Accident Insurance
  • Critical Illness Insurance
  • Hospital Indemnity Insurance
  • Legal Insurance
  • Home & Auto Insurance

Physical Requirements :

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Must be able to reliably commute or relocate to Gainesville, GA 30504

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