Administrative Assistant

2 weeks ago

Grayling, United States Arauco Full time
 

Mill Office Administrator

This position is responsible for supporting the administrative needs of the mill by performing clerical and administrative tasks.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Act as main gatekeeper for mill by greeting, receiving and directing visitors. Direct and maintain visitor sign in sheet.
  • Assist with new hire orientations.
  • Answering the main telephone, transferring calls, monitoring the front door, meeting all deliveries and signing for packages.
  • Managing inventory of all office and breakroom supplies to make sure ample quantities of necessary items are always on hand.  This list includes but is not limited to plates, cups, eating utensils, paper products, business cards, stationery, envelopes, postage meter, toner cartridges, etc.
  • Manage mail for mill by sorting and distributing mail when it arrives, checking mailroom for outgoing mail and adding postage so that it is ready for pick-up, handling certified mail and purchasing postage stamps.
  • Maintain all components of Building Maintenance.  This responsibility includes, but is not limited to, opening and closing the office by completing basic cleaning, start-up and shutdown of breakroom equipment, turning off lights in reception area, conducting daily inspection of the office to make sure that all spare offices, meeting areas and storage spaces are clean and organized.
  • Manage the cleaning contract services for the office space.
  • Assist with other administrative duties as needed such as scanning, copying, filing, mass mailings, updating employee lists, labels and special projects, etc.
  • Manage record retention by labeling boxes, maintaining file with location and destruction dates. Annually arrange for document shredding for confidential and non-confidential documents and notify others of destruction date.
  • Work with other staff to coordinate in-house meetings by reserving or providing meeting space, conference rooms, lunch, and supplies.  Maintain meeting room schedule to avoid conflicts.
  • Manage Yodeck and other mill communication boards to make sure important messages are displayed.
  • Manage employee birthday vouchers.
  • Support planning and prepping of all employee engagement activities.
  • Other duties as requested. 

 

QUALIFICATIONS EDUCATION and/or EXPERIENCE

  • High School Diploma or equivalent
  • 2 plus years administrative support experience preferred
  • Professional verbal, non-verbal and written communication skills
  • Proficient with Microsoft Office products, phone system and computer systems including Excel, Word, and PowerPoint
  • Excellent organizational skills with attention to detail
  • Ability to manage confidential information and fiscal responsibilities
  • Ability to multitask in a fast-paced environment
  • Business orientation/strategic mindset
  • Relationship building skills with all levels of management
  • Open and collaborative; team oriented
  • Planning and organizational skills
  • Ability to manage multiple priorities successfully
  • Proactive; takes initiative
  • Self-starter who can work with minimal supervision

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