Administrative Assistant Reception

Administrative Assistant – Front Desk

This temporary Administrative Assistant role (approximately 3–4 months) supports operations and the Site Leader by performing a variety of administrative and office coordination tasks. The position is based at the front desk, where you will greet visitors while focusing primarily on administrative duties rather than traditional receptionist responsibilities. You will help maintain accurate records, support purchasing and maintenance processes, and ensure smooth day-to-day office operations in a collaborative team environment.

Responsibilities

• Greet and assist incoming visitors at the front desk in a professional and courteous manner while focusing on administrative support tasks.
• Maintain current filing systems and record storage in accordance with the organization's record retention schedule, ensuring documents are accurate, organized, and easily retrievable.
• Prepare invoices for proper processing, verify required information, and monitor them to ensure timely completion and follow-up as needed.
• Process maintenance work orders by entering requests, tracking status, and coordinating with relevant personnel to support efficient facility operations.
• Assist staff with purchasing and procurement protocols, including helping to create purchase orders and ensuring compliance with established procedures.
• Produce and maintain key operational reports such as the Production Order Summary Report, Shipping Report, Overtime Report, and other reports as needed to support business operations.
• Monitor and control the supply of general office materials, including tracking inventory levels, placing orders, and organizing storage to ensure consistent availability.
• Maintain an awareness of safe work practices and proactively identify and help prevent conditions that may result in unsafe situations or environmental harm.
• Support efficient business operations by performing other related administrative duties as assigned, adapting to changing priorities and needs.

Essential Skills

• Proficiency with Microsoft Office applications, including the ability to create, edit, and maintain documents, spreadsheets, and reports.
• Experience with SAP, including SAP knowledge sufficient to support administrative and reporting tasks.
• Previous administrative or office experience, demonstrating the ability to handle routine clerical and operational support responsibilities.
• Proven ability and willingness to work in a collaborative team setting, contributing positively to shared goals and supporting colleagues.
• Consistently positive attitude and professional demeanor when interacting with visitors, coworkers, and leadership.
• Ability to perform basic statistical equations, including simple calculations and data analysis needed for reporting and tracking.
• Strong organizational skills with attention to detail in maintaining records, reports, and office supplies.
• Awareness of and commitment to safe work practices in an industrial or production-oriented environment.

Additional Skills & Qualifications

• Experience in the metals industry is a plus, particularly in environments that support manufacturing or production operations.
• Comfort working in a facility that produces small metal pieces or flakes used in downstream products for various industries.
• Strong written and verbal communication skills for interacting with visitors, staff, and leadership.
• Adaptability and flexibility to take on additional tasks and responsibilities as business needs evolve.

Work Environment

The role is based on-site at a facility with approximately 140+ employees, including around 25 office personnel. You will work at the front desk area, serving as the primary administrative point of contact for visitors and staff. The facility produces small metal pieces or flakes that are used in products for industries such as electronics, healthcare, aerospace, and others. The standard schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m. The dress code is business casual, and jeans are acceptable.

You will work in a professional office setting within an industrial environment, collaborating closely with operations and office teams while maintaining…