What are the responsibilities and job description for the Office Administrator - Spanish/Bilingual position at Mauser Packaging Solutions?
Customer Service Duties :
Establish relationship with customers and ensure that any complaints are resolved in a satisfactory manner obtaining guidance / approval from supervisor when necessary
Responsible for order entry and / or maintenance for assigned accounts and files any customer paperwork such as shipping documentation or customer orders in a timely fashion
Review plant delivery schedules versus requested dates and resolves any conflicts by tracking and communicating any changes and potential service issues to the customer
Communicate order confirmations, changes and cancellations to both customers and internal MPSR team members
Submit Delivery Receipts for billing after shipment. Prepare Credit Memo’s for any customer issues as needed
Prepares necessary reports for Plant Management and customers such as inventory and open order reports and tracks shipments associated with invoices
Processes plant claims which include any deductions for shortages, quality issues and any miscellaneous items
Performs other duties as assigned
Production Support Duties :
Printing out work orders
Reporting daily production
Putting data from multiple sources together on a spreadsheet, making graphs of data, putting together Power Point presentations, and other varied admin tasks.
Will be required to work hands-on and on the production floor with the production supervisors to coordinate orders.
Responsible to confirm work orders are released correctly and any issues are resolved quickly.
Will be required to work with an offsite Customer Service Representative
Accounts Payable Duties :
Codes and Enters invoices
Completes 3-way match
Resolves any errors with receipts (unmatched report)
Reconciles any price difference from PO and invoice
Maintains records for AP
Prepares documents for controller to prepare month-end accruals (req. forms / packing slips without invoices
Communicate payment information to vendors as requested
Completes orders for all office supplies and janitorial supplies as well as any misc. items needed for plant
Restock breakroom and office supplies.
Maintains capital files
Checks production entered against production reported
Signs for packages
Signs vendors and visitors in / out as needed
Other duties as assigned by Production or Plant Manager
Administrative Human Resources Duties :
If needed assist Supervisors, Managers and HR Generalist / Manager with tracking vacation requests for all employees.
Keep all employee communication boards up to date and organized including federal and state postings per HRG / HRM guidance.
Act as liaison between employees and management for basic HR related questions such as how to update Direct Deposit info or what is the Benefits number etc. Direct employees to HRG / HRM for questions beyond the basics. This role does not have any decision-making authority and should not provide advice to employees.
Track and coordinate any plant celebrations.
Coordinate and order lunches / dinners as needed for trainings and / or guest visits.
Collect confidential employee items, such as Doctors notes, when HRG / HRM not onsite. Store securely until HRG / HRM is onsite or file accordingly per HRG / HRM guidance.
Assist HRM with Open Enrollment activities and communications if requested
Conduct pre-employment mouth swab drug tests once trained.
Conduct hourly new hire onboarding in person using the Oracle platform when HRG / HRM not present. This includes electronic I9 / E-verify.
Can phone screen hourly candidates once trained by HRG / HRM
Can help coordinate, schedule and participate in onsite job fair events as needed.
Other administrative duties assigned by HR Manager
Requirements :
Minimum of a High School diploma / GED. Associates or bachelor’s degree preferred but not required
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