Ergon Associated Asphalt Partners - Administrative Assistant III

An Administrative Assistant III is an advanced administrative role which performs higher level operational and organizational roles within the terminal. This role may also assist other terminals and corporate office staff with special projects and additional duties as assigned. An Admin Asst II must be able to preform all the duties of an Admin I or Admin II, as well as the higher level functions.

Company Interfaces:

• Reports to Terminal and/or Transportation Manager.
• The position will also interface with employees at the terminal, customers, vendors and employees from other AA locations.

General Responsibilities:

• Perform routine clerical duties including data entry, telephones, terminal office administration, etc.
• Front desk sign-in of visitors to terminal; remote operation of security gate (where applicable).
• Maintain customer, supplier and Company confidentiality.
• Maintain regular hours by being present, on-time and producing professional, error-free work.
• Address employee and customer inquiries, problems and concerns.
• Reconciliation of monthly credit card statements for managers.
• Prepare and make arrangements for mail and shipping service for terminal mail and packages.
• Prepare and assist with Company sponsored social events, including safety training sessions, holiday socials, etc.
• Receive and direct all non-specific telephone calls, mail and visitors.
• Provide support to corporate office executive and management employees, as applicable.
• Assist the Terminal /Transport Manager with routine office assignments.
• Assist the Terminal/Transportation Manager with correspondence, file management and data input, including:
  • Safety Data Sheet (SDS), Occupational Safety and Health Administration (OSHA) and the terminal "Procedure Manual" revisions and updates.
  • Maintain liability insurance certificate records and other certification records as applicable to the Department of Transportation (DOT) regulations for the appropriate state.
  • Maintain and forward monthly "Near Hits" to E H & S team.
  • Report and file monthly safety committee meeting notes.

Product Based Responsibilities:

• Inventory Control:
  • Schedule daily terminal product measurements;
  • Schedule, track and manage the receipt of rail car product inventory deliveries;
  • Manage and confirm receipt of rail car product delivery;
  • Maintain daily product inventory records, control system and reporting. Prepare daily "Shipping Report" according to time, location and product orders;
  • After completing load and ticket process, record data to maintain accurate inventory control data. Forward information to the Finance Administrator: North and South Carolina, Corporate Office, Roanoke.

• Transport:
  • Address and assist with transportation and/or driver problems and emergency issues as relative to product loads, vehicle and other related transportation concerns, as needed
  • Coordinate the Order Weigh Process for all incoming and outgoing trucks receiving product loads

Transportation Responsibilities (where applicable):

• Coordinate required training for Transport Drivers both electronic and classroom.
• Schedule DOT Physical and TWIC Card Renewals.
• Renewal of Terminal and Company Equipment.
• Coordinate annual Driver Appreciation Week events.
• Data entry of yearly vehicle maintenance.
• Schedule pick-up and delivery of vehicles being serviced.

Inventory Responsibilities:

1. Schedule weekly terminal product measurement process according to the established Company procedures and record keeping guidelines.
2. Complete daily import on Order Weigh.
3. Manage scheduling, tracking, and the receipt of rail car product inventory deliveries as applicable.
4. Manage the "Product Testing Certification" Process:
   1. Test product samples for certification
   2. Send product samples to the applicable agencies for testing
   3. Review and record "Month-End Inventory" Data

General Qualifications:

1. Experience in industrial operational facility.
2. High school diploma or equivalent; College degree is a plus.
3. Strong computer skills and Microsoft Office software proficiency; particularly Word and Excel.
4. Knowledge of asphalt related business is a plus.
5. Solid people orientation and ability to work well on a team or as an individual contributor.
6. Valid Driver's License and good driver record is required.
7. Possess or be able to obtain a Transportation Worker Identification Card (TWIC) where applicable.

Physical Requirements:

1. Be able to stand and/or walk for long periods of time on concrete floors.
2. Ability to work inside or outside as needed in varying cold, hot & humid temperatures.
3. Manual dexterity; ability to reach; able to bend and move with agility.
4. Ability to lift and move up to 50-70 lbs.
5. Able to work overtime as needed based upon work volumes and terminal needs.
6. Ability to travel to other terminals, corporate office and training locations as needed.
7. Able to travel on company business when needed; travel estimate 5-10%.