Facility Administrative Assistant

Reworld Projects•Dolton, IL

4d•Onsite

About The Position

The Facility Administrative Assistant will perform administrative duties for the Dolton, IL Facility. This fast-paced role involves numerous tasks requiring advanced organization and prioritization skills. The Facility Administrative Assistant has an excellent discernment for exercising discretion and confidentiality with sensitive matters and tasks. Duties include the following, but is not limited to: Responsibilities: Support the Facility Manager and management team as needed. Support the billing department by assisting with invoices and receipts. Liaison for timekeeping system assistance and resolving issues. Assist in welcoming new hires, completing the I-9, and other HR related tasks as assigned. Gather and provide metrics to the Facility Manager and other management team members. Prepare and update excel spreadsheets, PowerPoint presentations, ad-hoc reports for management and Human Resources, etc. Communicates corporate, regional and facility announcements and programs. Prepare and scan documents. Assist operations in scanning and uploading E-Manifesting requirements. Process department purchases and create purchase and procurement orders. Print and deliver labels and manifests to drivers. Input production data into relevant systems (Silvanus, Excel, NetSuite, PC Scales, etc.). Create and track inbound and outbound orders. Track and report information to clients and external stakeholders monthly, quarterly, and semi-annually. Support operations team with inventory tracking and reporting. Aid with internal and external audits and downstream vendor due diligence. Create various production and management reports. Perform office duties such as filing, typing, organizing, manual updates, report updates, and other clerical tasks. Assist with coordinating and communicating meetings and events, such as tours, training, meetings, company initiatives, etc. Assist with basic accounting duties, such as A/P, A/R, etc. Provide administrative support by ordering supplies, sending mail/UPS/packages, handling deliveries/pick-ups, organizing travel arrangements and expenses, managing schedules, etc. IT and telephone liaison – communicate with corporate IT about issues at the facility and assist office personnel with IT inquiries as applicable.

Requirements

High school diploma or GED (General Education Degree) is required.
Demonstrated at least 3 years of experience with office administration, accounting-based functions or in a related area (5 years preferred)
Experience in the waste or recycling industry preferred.
Proficient in Microsoft Office, specifically Outlook, Word, and Excel.
Excellent written and verbal communication skills.
Strong organizational and prioritization skills.
Excellent time management skills: ability to multi-task, organize, and prioritize work with a sense of urgency
Strong written and verbal communication skills in English (i.e., spelling, punctuation, grammar, etc.)
Proficient in presenting information to individuals and small or large audiences
Reasoning/Critical thinking skills: ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Must be able to deal with problems involving variables in standardized situations.
Self-starter – must be able to demonstrate ability to be proactive with problem-solving skills and ownership of tasks and initiatives.
Ability to retain and recall training and critical information as applicable in necessary situations.
Walking, standing, and/or sitting for extended periods.
Provide a high level of customer service.
Ability to use sound judgment and problem-solve in a fast-paced environment.
Ability to collaborate and build effective relationships at all levels of the organization.
Ability to follow detailed oral and written instructions.
Ability to work on-site regularly.
All Reworld positions require a candidate's ability to perform the duties and responsibilities of the role while upholding Reworld's Values, including (but not limited to) contributing to a safe and inclusive workplace, delivering results through trust, and building breakthrough capabilities.

Nice To Haves

Experience in the waste or recycling industry preferred.

Responsibilities

Support the Facility Manager and management team as needed.
Support the billing department by assisting with invoices and receipts.
Liaison for timekeeping system assistance and resolving issues.
Assist in welcoming new hires, completing the I-9, and other HR related tasks as assigned.
Gather and provide metrics to the Facility Manager and other management team members.
Prepare and update excel spreadsheets, PowerPoint presentations, ad-hoc reports for management and Human Resources, etc.
Communicates corporate, regional and facility announcements and programs.
Prepare and scan documents.
Assist operations in scanning and uploading E-Manifesting requirements.
Process department purchases and create purchase and procurement orders.
Print and deliver labels and manifests to drivers.
Input production data into relevant systems (Silvanus, Excel, NetSuite, PC Scales, etc.).
Create and track inbound and outbound orders.
Track and report information to clients and external stakeholders monthly, quarterly, and semi-annually.
Support operations team with inventory tracking and reporting.
Aid with internal and external audits and downstream vendor due diligence.
Create various production and management reports.
Perform office duties such as filing, typing, organizing, manual updates, report updates, and other clerical tasks.
Assist with coordinating and communicating meetings and events, such as tours, training, meetings, company initiatives, etc.
Assist with basic accounting duties, such as A/P, A/R, etc.
Provide administrative support by ordering supplies, sending mail/UPS/packages, handling deliveries/pick-ups, organizing travel arrangements and expenses, managing schedules, etc.
IT and telephone liaison – communicate with corporate IT about issues at the facility and assist office personnel with IT inquiries as applicable.