Administrative Assistant

Administrative AssistantSynova is a global family business with a rich legacy rooted in genuine care for everyone connected with the organization. Founded by Russ Bundy 60 years ago, the company started by selling baking pans from the trunk of his car and has since grown into an international leader in baking solutions. Its extensive reach encompasses designing, manufacturing, coating, and distributing high-quality bakery equipment and supplies. Today, Synova operates worldwide, employing nearly 2,000 people across 11 countries and multiple business units and manufacturing facilities.To support the Office in all processes required by the facility. They will coordinate the movement of supplies, products, materials, and bulk shipments. They will follow regulations, guidelines, and generate the documents required for all shipping and receiving, billing, and Macola functions. They will oversee all drivers, obtain proper paperwork, and schedule incoming and outgoing appointments. Reports to the Office Manager.Primary duties and responsibilities include the following:Welcomes customers, visitors, and drivers to the plant, ensures they sign in, and connects them to the proper personnelAnswers and transfers telephone calls using good verbal skills, maintains good communication, and escalates issues to the Office Manager when neededCommunicate with freight vendors to process, schedule, write PO's, receive, and complete billing daily to complete the shipping processSet up all weekly UPS pickups, create order paperwork, and ensure pickup, provide tracking, and verify deliveryMaintain all freight records and BOL's in the share driveUtilize the AP@synovaoil mailbox to process, audit, and adjust PO's as needed to ensure timely payment of all account payablesCover the Sales@synovaoil mailbox in the absence of the Office Manager. Reply, enter quotes, Sales orders, Order acknowledgements, invoices Etc. as neededOrder, receive, verify consumables from Amazon, Uline, Grainger Etc. to keep the office supplied conduct inventory counts as needed to maintain stockEnsuring any paperwork is accurately entered, properly prepared, and delivered to the correct destinationUnder Direction of the Office Manager completes the following:Adds new customers, freight companies, and vendors in MacolaCompletes billing/invoicing and audits for all transportation PO'sCreate and receive outgoing Purchase Orders as neededArrange all freight and transportationMaintain freight records, BOL, and documents in the Share DriveCompletes billing and invoicingAssists in the creation or revisions of Sop'sCommunicate with the team on any change or adjustments needed for either incoming or outgoing orders from the facility. Update these personnel if there are production upsets, delays, cancellations etc.Assist in SOP creation and revision help refine and streamline the processesOther Business duties as neededIn case of absence, the backup is the Office Manager.Qualifications, knowledge, and ability:Basic computer skills, word processing, and 10-key calculator, Knowledge of MS Office, Excel, and WordTransportation/Freight experience preferred. Macola database knowledge is helpful but not requiredAbility to do basic math, proficient in data entry, accurate, and accountableAbility to organize, prioritize, and work efficiently, independently, self-starter, energetic, and meet deadlinesKeen attention to detail and accuracy, sort, check, count, and verify numbersGood communication skills: ability to listen, communicate (written and verbal), excellent grammar, spelling and proof-reading skills and follow-up effectively with all staffing levels and customersAbility to take guidance, criticism, and coaching from staff to improve processes, performance, and streamlining of departmental functionsAbility to demonstrate good common sense and sound judgmentFlexibility to adapt to all situations and work varied hours, possible weekends, or evenings