What are the responsibilities and job description for the Administrative Assistant - Engineering position at ALBANESE CONFECTIONERY GROUP INC.?
UNDERSTANDING
This role requires a strong understanding of administrative duties to effectively support the engineering department’s needs. The position involves close collaboration with multiple departments to ensure the achievement of monthly and yearly metrics, thereby supporting the company’s goals.
Key responsibilities include fostering relationships with leadership, team members, outside vendors, building trust as a core aspect of the role, and maintaining confidentiality of information. The ideal candidate will align with the company’s Core Values and serve as a role model for the entire operation.
SCOPE
This team member supports the engineering department, while also providing assistance to other departments, including purchasing, accounts payable, and finance.
CORE VALUES
Our 5 Core Values are more than just words, they’re a way of life. We know that companies with a strong culture & higher purpose perform better in the long run.
- Own It
- Hustle and Refuse to Settle
- Love People
- Act for the Greater Good
- Find a way
RESPONSIBILITIES
- Review and process purchase order (PO) requests from engineers.
- Submit, track, and close POs through provided systems.
- Ensure accounting records and invoices are tracked, reviewed with engineers, and completed promptly.
- Create monthly and yearly reports as required to accurately track projects, POs, invoices, contractors/vendors/OEMs.
- Perform audits on internal engineering processes to find improvement areas.
- Ensure all on-site work requirements for contractors/vendors/OEMs are updated annually.
- Process and maintain all new and current contractors/vendors/OEMs on-site work requirements, including training, equipment/work certifications, GMP, insurance, site access, and NDAs.
- Coordinate travel arrangements for team members booking flights, arranging transportation and accommodation, and filing expense reports.
- Develop standard operating procedures (SOPs) and engineering work documents as required for department.
- Order and maintain supplies for the engineering department.
- Handle and coordinate material/equipment deliveries for engineering.
- Lead collaboration efforts to improve system between engineering, purchasing, and finance.
- Assist engineers with project development, bid processes, and reviews.
- Other duties as assigned.
REQUIREMENTS
- Ability to learn and with ERP systems for PO submissions, tracking, invoicing and closing.
- Proficiency in software systems, Excel, Word, PowerPoint, Microsoft Planner, and Outlook.
- Minimum of 3 years of administrative experience, preferably within an engineering firm or engineering department. Experience in food-related environments is a plus.
- Strong organizational and time-management skills, with the ability to prioritize task and meet deadlines.
- Flexibility to adapt to changing priorities.
- High level of accuracy and attention to detail in all tasks.
- Ability to identify and resolve issues efficiently.
- Proactive approach to work, with the ability to work independently and as part of a team.
- Must be able to speak, read and write in English.
- Regular and timely attendance
EDUCATION
- High School Diploma or G.E.D is required
- Associate or Bachelor’s degree in Business Administration or related field preferred
