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Administrative Assistant

Company: Safran Group
Location: Marysville
Posted on: May 16, 2022

Job Description:

The Administrative Assistant provides administrative support to the Director of Production, Production management and Production team.
Essential Duties and Responsibilities

  • Supports internal Production Schedule (LOB) updates at the direction of Production.
  • Maintains various project statuses utilizing the LOB or other tools tracking appropriate detail (i.e., delivery dates, shortages, etc.).
  • Maintains current projects in the system and loads charge numbers to time clocks.
  • Maintains/inputs employee data in the appropriate system.
  • Prepares and timecard reports for submittal to Director prior to payroll run and makes adjustment with Director approval as needed.
  • Prepares project kick-off meeting to include project start date, budget hours, contract info, etc. for all new projects.
  • Reports any anomalies found to Director of Production.
  • Generates labor reports/charts for production hours weekly to compare actual vs. budget.
  • Generates project cost data/charts from AX to maintain visibility to current cost vs. budget.
  • Manage customer sample tracking tools, instruction sheets, schedules, labeling and shipping for customers.
  • Prepares and distributes weekly production schedule for the Machine Shop to include overdue reports.
  • Creates proposal packages to distribution to contractors for quotes.
  • Generates and maintains project scaling and compliance

    Essential Duties and Responsibilities

    • Provides administration assistance to on-site clients.
    • Welcomes on-site visitors, determines nature of business and announces visitors to appropriate personnel.
    • Regularly evaluates company's services to our clients. Initiates recommendations for improvement.
    • Orders and makes arrangements for catering services as needed.
    • Works with third-party vendors as required to ensure any maintenance issues are resolved.
    • Manages highly confidential communications and information.
    • Conducts inventory and collects requirements for office supplies, coordinates purchases and/or submits requests to Office Manager for ordering.
    • Takes pictures as necessary to support Marketing.
    • Plans and coordinates company functions including program delivery celebrations and quarterly recognition events.
    • Answers incoming calls on multi-line system and forwards calls to appropriate personnel or department. Screens incoming calls when necessary. Transfers calls to voicemail or takes and delivers messages when appropriate personnel are unavailable.Required Knowledge, Skills & Abilities
    • Strong professional, customer service and interpersonal skills.
    • Ability to successfully interface with all levels of the organization.
    • Ability to manage data and information from multiple sources.
    • Ability to work well independently and cross-functionally as part of an established and growing team.
    • Experience with Internet tools, Email, Skype, Microsoft Outlook including contacts and calendar applications.
    • Strong Excel, PowerPoint, and Word skills
    • Strong communication and problem-solving skills.
    • Strong organizational and time-management skills.
    • Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence.
    • Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
    • Demonstrated experience with Internet software, Microsoft Suite and SharePoint.
    • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
    • Ability to sit for extended periods of time, use hands to lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds, and have close/color vision ability to adjust focus.
    • Ability to travel as required.
    • Ability to work overtime as required.

Keywords: Safran Group, Seattle , Administrative Assistant, Administration, Clerical , Marysville, Washington

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