Office Administrative / AR

About us: MI Metals, Inc. is a leading aluminum extrusion company headquartered in Oldsmar, Florida, with four manufacturing plants located in Arizona, Florida, Georgia, and Tennessee. As a business-to-business (B2B) company, we specialize in providing high-quality aluminum extrusion products to various industries. Our mission is to deliver quality extrusions and service that exceed customer expectations while staying true to our core values: Safety, Environment, Quality, Customer Service, Cost Management, and Team Integrity

Shift: Monday - Friday

7A-4P

Payrate: $21.00 an hour

Key Responsibilities:

• Primary phone contact includes answering incoming calls, providing general information, answering customers' order status questions, screening, and directing calls to appropriate employees.
• Responsible for providing event planning and project support by arranging plans such as logistics, meeting room and audio/visual set up, or pricing vendors for approval.
• Proactively seeks out and provides administrative support to various functions within the business, such as extrusion, maintenance, paint, cut back, and shipping/receiving, including ongoing Excel report consolidation and special projects.
• The receptionist who welcomes all visitors to the facility.
• Serve as a primary contact for visitors, including visitor itineraries, coordinate plant tours, schedule meeting rooms, and arrange meals as needed.
• Assist with calendar management and scheduling appointments.
• Order supplies and equipment, including PPE and janitorial, as needed to maintain the functionality of the office and production.
• Coordinate with internal personnel and external contractors to accomplish minor projects and repairs, including office equipment, furniture, lighting, and restrooms.
• Ensure the facility's reception area, kitchens, and conference room spaces are professionally maintained, stocked, and clean.
• Ensure conference rooms are correctly set up, electronics are functional, and equipment has been stored and is properly powered down after meetings.
• Distribute incoming mail and prepare outgoing mail and office shipments, including USPS, FedEx, and UPS.
• Create, generate, maintain, and edit documents and spreadsheets using Microsoft Office products, database management, desktop publishing, and graphic programs.
• Willingness to work in a team environment and assist co-workers or supervisors with other duties as required.
• Works with a high degree of attention to detail and discretion, optimizing new and effective ways to achieve better results.
• Ability to work efficiently with minimal supervision; exercise discretion, independent judgment, confidentiality, diplomacy, and ask questions for clarity when needed.
• Assists Accounts Payable and Accounts Receivable (Customer Service) by verifying POs issued to vendors and verifying customer orders entered into EPICS (ERP).
• Assists Accounts Payable/Receivable during workload spikes and absences, shares the responsibilities of Accounts Receivable (Customer Service) including entering sales orders, responding to customer inquiries, creating daily invoices from shipping manifests, creating part numbers, manual invoices, and credit memos, and updating packing instructions saved in EPICS (ERP).
• Assists with some compliance and HR related tasks.
• Assists with new employee orientation and onboarding.
• Helps identify safety and environmental needs and assists in developing and coordinating safety and environmental training programs.
• Assists in preparing and supporting written safety and health programs and policies.
• Participates in new equipment/process reviews, including process hazard analyses, operator training, etc.
• Supports personnel in the selection of appropriate protective equipment.
• Maintains safety library and materials such as videos, regulations, reference manuals, training, and other electronic materials.
• Educates employees on preventing injuries and safety issues through existing safety programs.
• Assists as necessary in the support of HAZCOM, emergency evacuation drills, and other programs.
• Maintain safety records and documents according to the applicable regulatory requirements.
• Serves as a member of the Safety Committee. Records meeting minutes, maintains the committee's action register, and communicates due dates to the employee responsible for the action.
• Administers the PAIN program, including qualifying and logging submissions, presenting submissions at the monthly safety committee meeting, and awarding a gift card if the submitted idea qualifies.

QUALIFICATIONS

• Two-year degree in business administration, business management, marketing, or communications, with 2 years of relevant office or business administration experience
• Other relevant combinations of education and experience considered
• Experience in accounting is preferred
• Working knowledge of Microsoft Office programs (such as Word, Excel, Outlook, PowerPoint) and other relevant web-based programs

Benefits:

• Competitive pay
• Medical benefits with HSA
• Dental and vision insurance
• 401k with company match
• Paid time off (PTO) and nine paid holidays
• Life insurance and disability insurance
• Reimbursement for safety shoes
• Vouchers for prescription safety glasses
• Job training for aluminum extrusion