Manufacturing Administrative Assistant

The Opportunity 

• Manufacturing Administrative Assistant at a growth-oriented energy company
• Opportunity to have impact at the core of the business
• Work as part of a dynamic team within a diverse and multifaceted manufacturing facility

The Role 

You will provide administrative support to the members of the Refinery Operations Department. As part of your specific responsibilities, in the following areas, you will:

• Scheduling and Timekeeping:
  • Maintain and post department schedules and calendars.
  • Prepare weekly work schedules for multiple operations teams.
  • Evaluate the accuracy of timesheets submitted by supervisors and follow up with supervisors and individual employees when there is a discrepancy.
  • Responsible for the accurate and timely processing of Operations daily timekeeping and review payroll for accuracy and necessary corrections.
  • Verify employee’s vacation/sick accruals, review employee hours prior to payroll transmission making necessary adjustments and investigate and resolve payroll processing errors.
  • Enter employee time off requests into payroll system and applicable calendars.
  • Track employee absences through the payroll system and record details about personal days, sick leave, jury duty, and extended leave of absences.
  • Track overtime hours for fatigue management.
• Documentation and Records Management:
  • Prepare shipping Dock Packets and related paperwork.
  • Format, prepare, and issue Operations Manuals & Procedures for technical subject matter experts.
  • Maintain databases, process data entry, communicate action items, report progress, and assist with report requests.
  • Set up, organize, and manage filing systems to ensure organized paperwork.
  • Prepare onboarding packets for new hire orientations.
  • Track uniform distribution and reimbursement allowances.
• Equipment and Supplies Management:
  • Maintain breakroom, copiers, and other department equipment.
  • Track and stock office supplies to avoid interruptions in standard office operations
• Meeting and Event Support:
  • Support department meetings by preparing paperwork, presentations, and food.
  • Schedule and assure details for meetings, including room, equipment, catering, and participant coordination.
  • Plan and coordinate internal and external events, including annual meetings and team outings.
• Additional Duties:
  • Protect confidential and sensitive information.
  • Create solutions for process improvement.
  • Serve as backup for the Office Manager and provide back-up cove