Job SummaryThe Administrative Assistant is responsible for performing and overseeing a wide range of activities for the site and its manufacturing operations.  The job responsibilities include aspects of procurement, accounting, document management, logistics, inventory management, and general administrative support.  The position plays a key role in facilitating communication between the site and external teams and is frequently the go-to person for the Addison site.Key Characteristics:Organization & Attention to Detail: Ensure documentation is accurate and meets company & regulatory requirements. Follow work processes and audit transactions for abnormalities.Proactive Communication Skills: Ability to anticipate issues, maintain consistent dialogue with internal and external stakeholders, and provide timely & clear updates (written and verbal).Cross-Functional Coordination: Strong capability to collaborate effectively with local site personnel and remote internal & external stakeholders. Problem-Solving and Escalation Management: Skilled at quickly identifying obstacles and taking the initiative to resolve and/or escalate the issue.Duties & ResponsibilitiesProcurement:Primary responsibility for the following site-level procurement tasks: Set up new vendors, create requisitions, perform goods receipts, reconcile invoices, and close purchase orders.Work closely with corporate procurement and accounts payable teams to execute routine processes and champion the resolution of issues.Support site vendors with invoice and payment inquiries.Accounting:Maintain monthly cost tracking of routine site expenses relative to the budget. Monitor good receipts and invoice status against purchase order commitments.  Perform a month-end analysis to identify open liabilities to accrue to the following month.Document Management:Generate product labels for production runs and audit for accuracy.Review production paperwork for completeness and alignment with SAP inventory transactions and cost variations.Manage the organization, filing, and  purging of documents (BOLs, process orders, etc)Logistics Transactions & Support:Retrieve Certificates of Analysis (COA's) for Delivery Specialist loadsClose out deliveries and process returns in SAPLearn the core duties to back up the Logistics CoordinatorInventory Management:Manage inventory and re-order processes for all plant consumable suppliesSupport site material inventory initiative and cycle countsAdministrative:General clerical duties as needed (filing, copying, scanning, office supplies, etc.)Act as the point of contact for all visitor, contractor, and vendor entries to the facility.  Provide necessary instructions and coordinate with the appropriate site contact
