Administrative Assistant

At Corbion, we exist to champion preservation in all its forms, preserving food and food production, health, and our planet.

The Administrative Assistant is based at the Totowa, NJ plant and reports directly to the Site Director. This position plays a key role in supporting operations, human resources, and EHS functions and plant leadership teams.  The role serves as a key point of coordination for office administration, employee services, HR recordkeeping, plant support activities, and special projects while maintaining the highest level of confidentiality and professionalism.  The successful candidate must be highly organized, detail-oriented, capable of managing multiple priorities, and committed to providing exceptional customer service in a fast-paced manufacturing environment.

Essential Functions

• Adhere to all Good Manufacturing Practices (GMPs), safety requirements, environmental regulations, and company policies.  
• Coordinate domestic and international travel arrangements and process employee expense reports.  
• Support plant/HR communications by preparing notices, employee announcements, bulletin board postings, and other internal communications. 
• Administer site service programs, including employee uniforms, access badge system, coffee and beverage programs, and other employee support services. 
• Plan, coordinate, and oversee employee engagement programs, corporate events, wellness initiatives, recognition activities, and other special projects that support employee engagement and organizational culture.
• Act as the primary point of contact for office operations, office supplies, office equipment, and facility service requests.
• Assist with invoice processing, purchase requisitions, and departmental expense tracking. 
• Coordinate conference room scheduling and ensure meeting spaces are properly prepared for meetings and events.  
• Support Human Resources processes including recruitment coordination, interview scheduling, pre-employment evaluations, onboarding activities, maintenance of employee records, employment documentation, and coordination with staffing agencies in compliance with applicable laws, regulations, and company policies. 
• Maintain employee personnel files, records, and related documentation, including confidential employee information, ensuring records are accurately maintained, securely stored, and handled with discretion, professionalism, and sound judgment.
• Respond to employee inquiries regarding programs, procedures, and administrative processes, referring more complex matters to Human Resources as appropriate.  
• Serve as a backup receptionist, including greeting visitors, answering and routing telephone calls, administering required PPE, mail distribution, vendor coordination, and following visitor management procedures. 
• Perform other duties as assigned. 

Minimum Qualifications

• High School Diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Human Resources, or a related field preferred.  
• 3+ years of administrative support experience, preferably in a manufacturing, human resources, operations, or office environment.  
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.  
• Strong attention to detail and ability to maintain accuracy in a fast-paced environment.  
• Excellent organizational, time management, and multitasking skills, with the ability to prioritize competing responsibilities.  
• Strong interpersonal and customer service skills with the ability to interact effectively with employees, managers, vendors, and visitors.  
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and the ability to learn new systems and software applications.  
• Effective verbal and written communication skills.  
• Ability to