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Administrative Assistant

CoServe Global Solutions • La Vergne, TN

Posted 18 days ago

Job Snapshot

Full-Time
Experience - At least 2 year(s)
Degree - High School
$18.00 /Hour
Printing - Publishing
Admin - Clerical
Relocation - No
75+

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Job Description

ADMINISTRATIVE ASSISTANT


Summary:

Supports the operations & sales team while reporting directly to the Facility Manager.  The support entails job workflow, clerical & administrative duties, and provide administrative support to aid the daily business operations. Assists with managing calendars, meeting and event arrangements, preparing reports and financial data, providing training materials and support for staff, and customer relations.


Area of Responsibilities:

  • Answer phones and greet clients warmly
  • Help organize office activities
  • Properly post all HR postings and requests – Hang up company policies and update the community board in breakroom
  • Supports the ordering and maintenance office supplies, equipment, and consumables – reporting generation
    • Direct / Indirect materials
    • Assists the notification and scheduling of building maintenance vendors to ensure a clean and safe facility is always sustained
    • Perform operational duties to oversee and maintain the physical facility and its maintenance. Work with external vendors, including ProLogis, providing weekly updates to Facilities Manager on scheduled maintenance, installations and/or servicing of any kind
    • Manage the inbound and outbound mail
    • Manage the meeting and event arrangements that either operations, sales, or marketing schedules
    • Assist in the compiling and filing of business standard forms / documentation
    • Perform data entry & generation for a variety of reporting mechanisms
    • Perform administrative and operational duties to support job management functions such as work orders, product releases, inventory management, reporting, and pre-invoicing
    • Track, Monitor, and Report Temporary Labor hours, enter these into TCM (ERP) and allocate these hours to corresponding Job Codes to ensure accuracy of labor costs
      • Data obtained by Time Labor Accounting forms and allocated to the WOMS #
      • Set up all item #’s for Dollar General inventory
        • Obtain the RSI’s from DG and set them up into TCM
        • Generate the PO for DG items, this will include all 3rd party items
        • This process will also include all items outsourced by the Vestcom External Solutions Team
        • Track & Report the Click counts for Xeikon & Ricoh production areas
        • Track & Report the packages shipped weekly, will be entered into the SLA Dashboard
        • Assist in closing out WOMS tickets that have been completed, cancel backorders in the system to ensure accurate information in TCM
        • Assist with tracking all destroy requests from Dollar General
        • Assist in reconciling the labor costs for Fulfillments, Daily Orders, Re-orders, Special Projects, and any other jobs that are assigned to the facility.
        • Track & Report Labor cost per unit weekly
          • Fulfillment
          • Track & Report our non-billable freight costs weekly
            • Expedited Freight we absorb
            • Track & Report our quality variances weekly
              • Measured by tracking our re-work
              • Track & Report the Temporary agencies performance on meeting our demands
              • Assist in Safety Audits, Quality Audits, and other Performance Audits, Track & Report
              • Track & Monitor Client complaints or issues that are escalated by the client(s).

Job Requirements

REQUIREMENTS:
  • 3 years clerical or administrative assistant experience
  • Must be able to multi-task and work in a light manufacturing setting
  • Must have computer skills and strong knowledge of Microsoft Office programs
  • Must have excellent written and verbal communication skills
  • Must have excellent organizational and time management skills
  • Must have a High School diploma
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