Diamond Pet Company
Administrative Office Assistant
Diamond Pet Company, Rushville, Indiana, United States, 46173
Job Scope
The Administrative Office Assistant is to be proficient in every aspect of performing the functions of this position. The Administrative Office Assistant's overall responsibility, and objective, is to provide administrative support to the Office through a wide array of tasks while upholding Diamond Pet Foods overall mission.
Duties and Responsibilities
Provide outstanding internal and external customer service
Promptly answer incoming calls utilizing a multi-line phone system with proper phone etiquette
Promptly answer/greet door visitors assisting/checking them in/out accordingly
Assist with courier shipping labels and confirm receipt of packages through various couriers and vendors.
Process Invoices and POD's accurately for Accounts Payables
Process AP statements and request invoices
Review and confirm all information on Receiving Logs are accurate and keyed in system correctly
Responsible for sending out the load list communication
Office supply inventory which includes maintaining copier machine responsibilities
Maintain general cleanliness of Office/ Conference Rooms
Filing and Retention of Logs
Support Human Resource Manager with annual/monthly parties/luncheons and tasks
Answer corporate questions regarding receiving paperwork, invoices, and trucking in/out times
Report any discrepancies in paperwork to the department responsible
Check system ensuring purchase order numbers are open in IFS
Scanning and coping of paperwork
Receive/sort/distribute mail
Must maintain a customer service-oriented attitude (professional, pleasant, helpful, etc.)
Participate in all safety programs.
Be an employee champion who will maintain a strong and positive working relationship with all employees with the utmost integrity, confidentiality, and ethical values.
Additional Job Functions
Assist in maintaining a positive team environment and good working relationship by maintaining a positive attitude toward all Diamond team members, vendors, and customers.
Assist as backup for Inputting Shipping Log data entry in various Excel spreadsheets.
Assist as back up with completing international loads.
Working overtime is mandatory and requires full participation including availability to work occasional weekends if needed.
Accept temporary assignment changes to assist other areas including coverage for other employees' absences whether preplanned or on short notice, maintaining a positive and professional attitude.
Complete work in a timely, accurate and thorough manner and be conscientious about assignments.
In accordance with Diamond philosophy, the Administrative Assistant is expected to champion and direct continuous learning and improvement in all functions.
Must work in a safe, professional manner while performing all functions in accordance with sound safety practices and procedures. Must promptly report all safety violations, safety hazards, accidents, property damage, or near misses to management immediately.
Participate effectively in a team atmosphere by modeling and promoting conflict resolution, diversity, ethical practices, and organizational citizenship. Responsible for other duties as deemed necessary by Management.
QUALIFICATIONS
Ability to work independently without immediate direction or oversight.
Self-motivated with a high degree of initiative and integrity.
Excellent communication skills, both oral and written, to effectively communicate in a professional manner.
Excellent interpersonal skills (communication, listening, team player, cooperative, approachable).
Ability to be organized, flexible, and perform acceptably under pressure.
Ability to handle highly sensitive matters and maintain confidentiality.
Must be proficient in using a computer system and Microsoft Office Applications such as Word, Excel, Power Point and Adobe Acrobat.
Must successfully pass a pre-employment background and drug screening.
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Duties and Responsibilities
Provide outstanding internal and external customer service
Promptly answer incoming calls utilizing a multi-line phone system with proper phone etiquette
Promptly answer/greet door visitors assisting/checking them in/out accordingly
Assist with courier shipping labels and confirm receipt of packages through various couriers and vendors.
Process Invoices and POD's accurately for Accounts Payables
Process AP statements and request invoices
Review and confirm all information on Receiving Logs are accurate and keyed in system correctly
Responsible for sending out the load list communication
Office supply inventory which includes maintaining copier machine responsibilities
Maintain general cleanliness of Office/ Conference Rooms
Filing and Retention of Logs
Support Human Resource Manager with annual/monthly parties/luncheons and tasks
Answer corporate questions regarding receiving paperwork, invoices, and trucking in/out times
Report any discrepancies in paperwork to the department responsible
Check system ensuring purchase order numbers are open in IFS
Scanning and coping of paperwork
Receive/sort/distribute mail
Must maintain a customer service-oriented attitude (professional, pleasant, helpful, etc.)
Participate in all safety programs.
Be an employee champion who will maintain a strong and positive working relationship with all employees with the utmost integrity, confidentiality, and ethical values.
Additional Job Functions
Assist in maintaining a positive team environment and good working relationship by maintaining a positive attitude toward all Diamond team members, vendors, and customers.
Assist as backup for Inputting Shipping Log data entry in various Excel spreadsheets.
Assist as back up with completing international loads.
Working overtime is mandatory and requires full participation including availability to work occasional weekends if needed.
Accept temporary assignment changes to assist other areas including coverage for other employees' absences whether preplanned or on short notice, maintaining a positive and professional attitude.
Complete work in a timely, accurate and thorough manner and be conscientious about assignments.
In accordance with Diamond philosophy, the Administrative Assistant is expected to champion and direct continuous learning and improvement in all functions.
Must work in a safe, professional manner while performing all functions in accordance with sound safety practices and procedures. Must promptly report all safety violations, safety hazards, accidents, property damage, or near misses to management immediately.
Participate effectively in a team atmosphere by modeling and promoting conflict resolution, diversity, ethical practices, and organizational citizenship. Responsible for other duties as deemed necessary by Management.
QUALIFICATIONS
Ability to work independently without immediate direction or oversight.
Self-motivated with a high degree of initiative and integrity.
Excellent communication skills, both oral and written, to effectively communicate in a professional manner.
Excellent interpersonal skills (communication, listening, team player, cooperative, approachable).
Ability to be organized, flexible, and perform acceptably under pressure.
Ability to handle highly sensitive matters and maintain confidentiality.
Must be proficient in using a computer system and Microsoft Office Applications such as Word, Excel, Power Point and Adobe Acrobat.
Must successfully pass a pre-employment background and drug screening.
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