Administrative assistant

Build your career with Alto Ingredients! Earn a competitive salary, benefits including Medical, Dental, Vision, Life Insurance and 401k with a company dollar-for-dollar match up to 6%, a Wellness program, a stipend for fitness center expenses, a generous paid time off (PTO) program, and service awards for career longevity.

Alto Ingredients values the communities where we work and live and offers an extra 8 hours of paid leave for employees who volunteer their time and talents in their community.

Environment : Alto Ingredients, Inc. (ALTO), is a leading producer of specialty alcohols and essential ingredients. The company is focused on products for four key markets : Health, Home & Beauty;

Food & Beverage; Essential Ingredients; and Renewable Fuels. The company's customers include major food and beverage companies and consumer products companies.

For more information, please visit www.altoingredients.com.

Our Pekin campus produces products destined for Health, Food and Beverage and Industrial markets. All personnel at Alto Columbia are responsible for the safety of these products, which includes participation in training, following cGMP and food safety requirements in the facility, and reviewing and following SOPs for incoming ingredients and outgoing products.

Job Purpose : Provide reception and administrative support for the Office & Purchasing Manager as well as other department managers.

The following is a list of major duties and responsibilities for this position along with certain supportive duties. It is not all-inclusive.

Other duties and responsibilities may be added as needed and in addition, management may modify this job description as needed.

Essential Duties and Responsibilities :

• Provide support to the Office & Purchasing Manager and other staff as required.
• Provide for timely distribution of mail by sorting U.S. mail and distributing it to appropriate personnel. May be required to pick up mail at the Post Office.
• Responsible for UPS, Fed Ex, and other overnight deliveries and shipments. Collect all packing slips and documentation to document receivers.
• Handle incoming and outgoing telephone calls in a pleasant, efficient, and professional manner. Completes phone messages legibly and accurately.
• Responsible for entry control and visitor screening at front gate call box.
• Maintain proper PPE at the lobby area for visitors and vendors.
• Provide excellent customer service to internal customers (i.e., employees) as well as external customers and vendors in a courteous and efficient manner.
• Be able to prioritize work for multiple high-priority customers (internal and external).
• Provide for adequate office supplies and effective services by managing supply inventory; ordering supplies as needed; oversee phone systems and schedule maintenance as needed.
• Provide for office equipment that is fully functional by ensuring that equipment (copiers, fax machines, etc.) are maintained and serviced on a regular basis;

research and recommend replacement equipment as needed.

• Use accounting / purchasing software to prepare material requisition and perform purchasing functions as directed by Office or Plant Manager
• Maintain commonly used plant forms and provide data entry when needed.
• Maintain daily data input and other plant information.
• Fosters a safe environment by promoting with others and complying directly with all safety programs and policies designed to minimize safety hazards / injuries and mitigate risks.
• Responsible for all Co-Products, including maintain accurate schedule, replacement tickets and provide daily accurate report.
• Complete all assigned training timely.
• Communicate regularly and effectively with Office & Purchasing Manager of all work functions and offer suggestions that produce results.
• Provides appropriate and timely feedback within the team to foster an environment of collaboration and trust.
• Provides 360 review within department.
• Responds to and resolves administrative inquiries & questions.
• Attends informational meetings and work-related training to keep abreast of any new policies and / or procedures or company initiatives.
• Assists in the development and adherence to all department budgets.
• Maintain accounting and filing systems within the department in organized and easy to use manner.
• As required, plan meetings, lunches, and employee functions.
• Other duties as required.

Education / Experience

• High School Diploma
• Minimum 3 years of office administration experience.

Qualifications

• Excellent oral and written communications. Strong interpersonal skills. Easily adaptable to change.
• Excellent organizational skills & attention to detail.
• Ten-key by touch; phone / voicemail systems; computer literate in Word, Outlook and Excel and ability to learn and utilize an Enterprise System Software Package.
• Valid driver's license.

Physical Requirements

Must be able to work at a computer to research, send and receive information, and generate reports. Able to communicate by phone and in person.

Listen and observe others while communicating in person. Sit for long periods when working in office. Some stooping and bending when filing and moving boxes of materials and files;

lift up to 50 lbs. Walk on paved and unpaved surfaces. Climbing stairs and ladders.

Criminal and background check as well as a drug screening required; Alto Ingredients participates in E-Verify.

Alto Ingredients, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Last updated : 2024-09-26