Office Assistant

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Full Time Regular Coushatta, LA, US

Salary Range: $31,000.00 To $50,000.00 Annually

Coushatta Forest Products is looking for a new Office Assistant to join our new leadership team in Coushatta, Louisiana. Our growing team is seeking a welcoming and detail-oriented Office Assistant to be the first point of contact for our leadership team, employees, clients and visitors. In this role, you will coordinate schedules, maintain office files, reports, assist the finance department and support Human Resources functions day to day.

• Support and assist the Human Resources Business Partner, Plant Manager, and Senior Accountant
• Post open positions on job boards, the company website, and other approved recruiting channels
• Screen incoming applications against basic requirements and forward qualified candidates to hiring managers
• Schedule interviews, coordinate interview panels, and communicate with candidates professionally and promptly
• Assist with pre-employment steps such as background checks, drug screens, and reference checks as directed
• Prepare new hire packets and ensure completion of required paperwork (I-9, W-4, state tax forms, direct deposit, benefits enrollment, handbook acknowledgments)
• Verify I-9 documentation and complete E-Verify (if applicable) within required time frames
• Coordinate first-day logistics, including employee biometric badges, PPE issuance, uniforms, workstation setup, and system access requests
• Schedule and help facilitate new hire orientation
• Track onboarding completion and follow up on outstanding items
• Create and maintain personnel files, medical files, and I-9 files in accordance with company policy and legal requirements, keeping each type of record separate and secure
• Enter and update employee information in HRIS(ADP WORKFORCE NOW) and payroll systems as directed
• Schedule required safety trainings (new hire safety orientation, annual refreshers, forklift certification, lockout/tagout, hazard communication, and similar) in coordination with HR and the Safety lead
• Assist with maintaining OSHA-related documentation and safety records as directed
• Serve as a first point of contact for general employee questions regarding policies, paperwork, time off requests, benefits resources, and pay stub access
• Route sensitive, complex, or policy-interpretation questions to the Human Resources Business Partner
• Assist with employee engagement activities, recognition programs, and company communications (postings, bulletin boards, notices)
• Reconcile invoices against shipping and receiving documentation and resolve discrepancies with Operations
• Perform three-way matching of invoices to purchase orders and receiving documents; research and resolve pricing, quantity, or receiving discrepancies with Purchasing, Operations, and vendors
• Process and track employee expense reimbursements and purchasing card transactions
  
  Assist Finance with month-end close tasks such as gathering documentation, preparing reconciliations, running reports, and verifying that all invoices and bills for the period are recorded
• Prepare reports, spreadsheets, and presentations for the Plant Manager
• Track and compile operational data such as production, shipping, or attendance information as requested
• Answer and route phone calls, greet visitors, contractors, and vendors, and manage visitor sign-in and safety acknowledgment procedures
• Receive, sort, and distribute mail and packages; coordinate outgoing shipments of documents
• Order and maintain office, breakroom, and general supplies within budget
• Perform other related duties as assigned