Administrative Office Assistant

Administrative Office Assistant

JOB DESCRIPTION

SUMMARY

The Administrative Office Assistant is the glue that keeps our office together. We count on this individual to make sure our office is welcoming and orderly and that our team has everything it needs to be successful and comfortable at work. Additionally, the Administrative Office Assistant is responsible for performing a wide range of administrative duties in support of the Office of the General Counsel & Chief Compliance Officer, including gathering information and data, recording related information into databases, completing product registrations, permits and license applications, reviewing documents for quality control, generating appropriate reports, and sending information to appropriate internal and external customers.

ESSENTIAL FUNCTIONS

To perform this job successfully, an individual must be able to perform each essential function of the job.

• Responsible for Company’s Omaha office’s day-to-day operations, including controlling entry access, safety, managing visitor reception, answering phones, organizing meetings, handling incoming calls, mail distribution, maintaining office, kitchen, and other supplies, and planning/coordinating/organizing office events and activities.
• Perform a variety of clerical duties, including creating, proofreading, editing, comparing, finalizing, and filing various documents and correspondence, performing data entry to assist in maintaining databases, and providing other administrative support as needed.
• Assist with meetings, including room scheduling, arranging for catering, setting up conference rooms, ensuring conference rooms are clean and stocked.
• Inventory, order, stock, and maintain office, break room, and mail room supplies, as needed.
• Sort mail, manage office incoming and outgoing UPS, FedEx, and US mail, and scan to work from home staff.
• Assess employee problems and call for repairs reported to you on cooler, freezer, ice machines, breakroom or restroom sinks, plumbing, or soap dispensers, and parking garages, doors, lighting, or elevator issues for quick resolution.
• Assist HR, as needed, with new hires to the Omaha office.
• Collect product samples for testing and coordinate efforts to ensure samples are timely sent to third party testing facilities.
• Assist with completion of product registrations, permits, and license applications, as directed, including gathering and organizing necessary documents.
• Upload label submissions into OEMs licensing portals and maintain accurate licensing records.
• Communicate in writing and verbally with third parties to gather and/or provide technical information.
• Identify and contribute to continuous improvement efforts to reduce costs or increase productivity without reducing effectiveness.
• Follows and supports compliance with all applicable safety rules, laws, regulations, and standards.

Marginal Functions