Site Administrative Assistant

Site Administrative Assistant

Job Description

Job Profile Summary:
Provides effective and responsive administrative support to ensure smooth day-to-day operations at the site. This role supports the Plant Manager and site leadership team by coordinating events, maintaining records, assisting with scheduling, and performing general office organization and administrative tasks.

Primary Responsibilities:

Event Coordination & Engagement:
Organize and schedule site events and activities.
Actively participate in the site events/engagement committee.
Coordinate logistics for in-house and off-site meetings, training sessions, and celebrations.

Administrative Support:
Maintain and coordinate calendars, schedule appointments and meetings.
Assist with scheduling and coordinating new hire orientation.
Provide support for job candidate interview scheduling.
Process and reconcile expense reports, handle mail distribution, and manage office supplies.
Assist with purchasing tasks: create POs, order supplies, pay invoices, and track receipts.
Maintain 5S standards in office areas to ensure cleanliness and organization.

Onboarding & Communication:
Assist with onboarding of new employees and maintain orientation materials.
Support site communication efforts (postings, announcements, communication screens).

Record Keeping & Data Management:
Maintain filing and records management systems
Scan and electronically manage equipment calibration, PM records, training records, and inspection documentation.
Input and update data into Oracle or other systems as needed.

Other Duties:
Greet visitors, maintain visitor logs, issue badges and PPE.
Coordinate EHS-related activities (e.g., safety glasses, flu shots).
Manage uniform program and site-branded clothing.
Provide tactical support for internal processes and e-tools.
Perform other clerical and administrative duties as assigned.

Required Qualifications
High School Diploma or equivalent.
Minimum 2 years of administrative experience.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong organizational skills and attention to detail.
Ability to manage multiple priorities and meet deadlines.

Preferred Qualifications
Associate degree or administrative professional coursework.
3+ years of experience in a corporate or manufacturing environment.
Experience with Oracle or similar ERP systems.
Ability to work independently, maintain confidentiality, and exercise sound judgment.
Strong interpersonal and communication skills; team-oriented mindset.

Notes:
100% onsite
Work Schedule: Monday–Friday, 7:30 AM – 4:00 PM (40 hours/week)

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.