Office Assistant I Job at Shapco Inc in Conroe

Job Summary: As the Office Assistant, you will provide administrative support to the Plant Manager and supporting staff and ensure efficient office operations. This role involves answering calls, managing non-inventory accounts payable, ordering supplies, coordinating services, and maintaining service accounts. As the Office Assistant, you will interact with both internal departments and external vendors to enhance operational effectiveness.

Key Responsibilities:

• Answer and route incoming calls promptly and professionally, ensuring accurate message delivery to the appropriate team members.
• Retrieve invoices from Accounts Payable, match with receiving paperwork, and process entries in ACM (Accounting and Compliance Management). This will consist of logging in monthly to print invoices for specific accounts (e.g., Pitney Bowes, Waste Management). Then, the documentation will be scanned and attached for accurate record-keeping and timely filing.
• Monitor and maintain office supply inventory, reordering to ensure stock availability. This will include ensuring the kitchen and office supply areas are always stocked.
• Research vendors as requested by the Plant Manager and provide competitive pricing and quality terms.
• Coordinate services and schedule maintenance (e.g., copier repairs, scrap material pickups, waste management).
• Manage online accounts for HCTRA Toll Tags and Sparkletts to ensure smooth operation and service continuity.
• Process expense reports, ensuring timely submission and adherence to company guidelines.
• Maintain a high level of confidentiality, handle sensitive information with discretion, and adhere to company policies regarding data and information security.
• Provide additional support to the Plant Manager as needed and take on other administrative tasks as required to ensure smooth office operations.
• Assist with catering, events, and scheduling meetings.
• Other duties as assigned.

Preferred Skill Sets:

• Strong Organizational Skills
• Attention to Detail
• Proficiency with Microsoft Office and accounting software (ACM or similar).
• Time Management
• Business Acumen
• Customer Service

Qualifications:

• Experience: Previous experience in an administrative role, preferably in a plant or manufacturing environment.
• Other: Ability to work independently, manage confidential information responsibly, and support the Plant Manager and team effectively.
• Education: High School Diploma or GED