Administrative Operations Assistant

Job Summary

The Administrative Operations Assistant is responsible for planning, directing, and coordinating administrative office functions, supporting plant personnel matters, ensuring compliance with HR and accounting policies, and contributing to operational efficiency. This role also supports production and inventory coordination, vendor communication, and cross-functional collaboration to ensure smooth business operations.

Principal Duties and Responsibilities

Human Resources & Administrative Support

• Collaborate with plant management to support staffing needs, including job postings and applicant screening.

• Manage temporary staffing agencies and onboarding processes.

• Oversee pre-employment drug screening and new hire orientation.

• Ensure new hires have access to Employee Self-Service and complete benefits enrollment.

• Provide employees with access to IPay for paystub viewing and printing.

• Maintain accurate time and attendance records; submit hours to Payroll on schedule.

• Ensure personnel documents are scanned and filed in OnBase.

Operations Coordination

• Assist in coordinating production schedules and tracking inventory.

• Communicate with vendors, logistics providers, and customers to ensure timely deliveries.

• Monitor and reorder packaging materials and office supplies as needed.

• Maintain digital and physical records of orders, vendor invoices, and client interactions.

Accounting & Compliance

• Support accounting functions in accordance with company policy.

• Assist with invoice matching, data entry, and expense reporting.

• Help prepare documentation for billing and accounts payable/receivable.

• Review Internal Control Checklist with management.

• Ensure compliance with federal, state, and company personnel laws and HR policies.

Cross-Functional Communication

• Serve as a liaison between office staff, warehouse teams, and management.

• Support internal meetings by preparing agendas, taking notes, and following up on action items.

• Distribute and post communication materials throughout the office and plant.

Other Responsibilities

• Identify, research, and resolve administrative and operational issues.

• Complete special projects as assigned.

• Perform other duties as required.

Qualifications

• High school diploma required; additional education in business or administration is a plus.

• Minimum 1–2 years of experience in office administration, operations, or accounting support.

• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with ERP systems is a plus.

• Strong organizational and communication skills.

• Ability to manage multiple tasks in a fast-paced, production-driven environment.

• Familiarity with production workflows, inventory systems, or the packaging industry is preferred.