Administrative Office Assistant

Job Scope

The Administrative Office Assistant is to be proficient in every aspect of performing the functions of this position. The Administrative Office Assistant's overall responsibility, and objective, is to provide administrative support to the Office through a wide array of tasks while upholding Diamond Pet Foods overall mission.

• Provide outstanding internal and external customer service
• Promptly answer incoming calls utilizing a multi-line phone system with proper phone etiquette
• Promptly answer/greet door visitors assisting/checking them in/out accordingly
• Assist with courier shipping labels and confirm receipt of packages through various couriers and vendors.
• Process Invoices and POD's accurately for Accounts Payables
• Process AP statements and request invoices
• Review and confirm all information on Receiving Logs are accurate and keyed in system correctly
• Responsible for sending out the load list communication
• Office supply inventory which includes maintaining copier machine responsibilities
• Maintain general cleanliness of Office/ Conference Rooms
• Filing and Retention of Logs
• Support Human Resource Manager with annual/monthly parties/luncheons and tasks
• Answer corporate questions regarding receiving paperwork, invoices, and trucking in/out times
• Report any discrepancies in paperwork to the department responsible
• Check system ensuring purchase order numbers are open in IFS
• Scanning and coping of paperwork
• Receive/sort/distribute mail
• Must maintain a customer service-oriented attitude (professional, pleasant, helpful, etc.)
• Participate in all safety programs.
• Be an employee champion who will maintain a strong and positive working relationship with all employees with the utmost integrity, confidentiality, and ethical values.

• Assist in maintaining a positive team environment and good working relationship by maintaining a positive attitude toward all Diamond team members, vendors, and customers.
• Assist as backup for Inputting Shipping Log data entry in various Excel spreadsheets.
• Assist as back up with completing international loads.
• Working overtime is mandatory and requires full participation including availability to work occasional weekends if needed.
• Accept temporary assignment changes to assist other areas including coverage for other employees' absences whether preplanned or on short notice, maintaining a positive and professional attitude.
• Complete work in a timely, accurate and thorough manner and be conscientious about assignments.
• In accordance with Diamond philosophy, the Administrative Assistant is expected to champion and direct continuous learning and improvement in all functions.
• Must work in a safe, professional manner while performing all functions in accordance with sound safety practices and procedures. Must promptly report all safety violations, safety hazards, accidents, property damage, or near misses to management immediately.
• Participate effectively in a team atmosphere by modeling and promoting conflict resolution, diversity, ethical practices, and organizational citizenship. Responsible for other duties as deemed necessary by Management.

• Ability to work independently without immediate direction or oversight.
• Self-motivated with a high degree of initiative and integrity.
• Excellent communication skills, both oral and written, to effectively communicate in a professional manner.
• Excellent interpersonal skills (communication, listening, team player, cooperative, approachable).
• Ability to be organized, flexible, and perform acceptably under pressure.
• Ability to handle highly sensitive matters and maintain confidentiality.
• Must be proficient in using a computer system and Microsoft Office Applications such as Word, Excel, Power Point and Adobe Acrobat.

Must successfully pass a pre-employment background and drug screening.