Site Administrative Assistant

6 days ago

Findlay, United States SCHAEFER SYSTEM INTERNATIONAL INC Full time
Job DescriptionJob Description

SSI SCHAEFER is a leading material handling company that’s been in business since 1937. We’re a privately held international company with lots of diversity. You may wonder what a material handling company does, and that’s okay. We’re behind the scenes of our customers and make everything happen. Basically, we build small to large-scale projects that provide storage and distribution for manufacturers and retailers alike. This also involves a lot of cool stuff, like energy-efficient robotics, warehouse management software, data analytics, engineering, mechatronics, project management, and software development. Of course, we have a full support team of great people in our customer service, human resources, sales, marketing, accounting, and our very own warehouse teams.

We're a team here at SSI SCHAEFER, and we know what it takes all of us to get the job done. We’ve even won Best Places to Work™ several years in a row and offer competitive benefits like 401K, Roth 401K, 401k matching, great PTO packaging, and because we want our family team to be healthy, we provide generous medical benefits. We also want you to be successful here. How do we do it? We put our customers first, and we’ve got a great culture DNA here at SSI SCHAEFER—it’s that simple.

We’re also proud to be an equal-opportunity workplace and an affirmative-action employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Under the direct supervision of the Site Manager, this position provides administrative/secretarial and safety support. These duties include but are not limited to, typing, filing, scheduling, obtaining supplies, safety procedure checks, and performing duties such as timecard management, coordinating meetings and conferences, and working on special projects. The position deals with a diverse group of important external callers, visitors, and internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload.

Essential Functions:

  • Schedules and organizes complex activities for all department members, such as meetings and department activities.
  • Works directly with Safety Manager on risk assessments, safety equipment audits, accident reporting, emergency action plans, leading safety training, and other safety-related topics. Additional Safety responsibilities as needed.
  • Sorts and distributes mail. Responds to regularly occurring requests for information.
  • Types of general correspondences, emails, and memos.
  • Supports maintenance documentation. Activities include: Checking maintenance work order completion & sending site equipment out for repair when needed.
  • Type and word process documents as needed.
  • Order office supplies and monitor inventory.
  • Maintain appropriate interpersonal relationships with employees, peers, and customers.
  • Comply with all company policies and procedures, including safety and maintaining good housekeeping.
  • Assist in maintaining stock levels for certain plant operational items and the grounds based on minimum/maximum requirements.
  • Issue parts.
  • Assist in updating and accurately maintaining computer tracking for preventive maintenance, work order system, labor tracking, and spare parts (CMMS).
  • Record and track inventory stock movement on a daily basis.
  • All record-keeping related to invoices for the maintenance department.
  • Keep accurate records of driving continuous improvement in all aspects of maintenance, including materials management, PM’s backlog, etc.
  • Demonstrate ability to work with minimal supervision, prioritize workload, respond to changing priorities, and have good judgment and effective decision-making skills in performing all duties and tasks. Self-motivation is a must.
  • Perform all other duties as assigned by the manager.

Qualification Requirements:

  • 1+ years of secretarial and office administrative experience and using and operating standard office equipment.
  • Demonstrate written and oral communication skills.
  • Demonstrate ability to work independently.
  • Familiarity with Microsoft Office software (Word, Access, Excel, PowerPoint)
  • Ability and willingness to work cooperatively with others.
  • High degree of discretion when dealing with confidential information.
  • Ability and willingness to work some early mornings, evenings, and holidays, if necessary


**No Sponsorship available for external candidates**

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