Job Description

The Administrative Assistant is responsible for performing and overseeing a wide range of activities for the site and its manufacturing operations. The job responsibilities include aspects of procurement, accounting, document management, logistics, inventory management, and general administrative support. The position plays a key role in facilitating communication between the site and external teams and is frequently the go-to person for the Addison site.

Duties and Responsibilities:

Procurement

• Primary responsibility for the following site-level procurement tasks: set up new vendors, create requisitions, perform goods receipts, reconcile invoices, and close purchase orders.
• Work closely with corporate procurement and accounts payable teams to execute routine processes and champion resolution of issues.
• Support site vendors with invoice and payment inquiries.

Accounting

• Maintain monthly cost tracking of routine site expenses relative to the budget.
• Monitor good receipts and invoice status against purchase order commitments. Perform a month-end analysis to identify open liabilities to accrue to the following month.

Document Management

• Manage the organization, filing, and purging of documents (BOLs, process orders, etc.)

Inventory Management

• Manage inventory and re-order processes for all plant consumable supplies
• Support site material inventory initiative and cycle counts

Administrative

• General clerical duties as needed (filing, copying, scanning, office supplies, etc.)
• Act as the point of contact for all visitor, contractor, and vendor entries to the facility. Provide necessary instructions and coordinate with the appropriate site contact

Key Characteristics:

• Organization and Attention to Detail : Ensure documentation is accurate and meets company and regulatory requirements. Follow work processes and audit transactions for abnormalities.
• Proactive Communication Skills : Ability to anticipate issues, maintain consistent dialogue with internal and external stakeholders, and provide timely and clear updates (written and verbal).
• Cross-Functional Coordination : Strong capability to collaborate effectively with local site personnel and remote internal and external stakeholders.
• Problem-Solving and Escalation Management : Skilled at quickly identifying obstacles and taking the initiative to resolve and/or escalate the issue.

Qualifications

• No experience required, but previous administrative/hospitality experience is a plus.
• You currently have a valid Driver’s License.
• You are able to professionally communicate and listen to residents, guests, and coworkers.
• You are flexible and eager to help out wherever you can.

Additional Information

Senior Lifestyle offers a comprehensive benefits plan to eligible team members including health, dental, vision, retirement benefits, short-term disability, long-term disability, and paid time off. All Senior Lifestyle positions are eligible to use DailyPay, an application that allows you to access your earned but unpaid wages before your next payday. Senior Lifestyle requires that all employees provide proof of COVID-19 vaccination unless exempt due to medical, religious, or personal beliefs. Government requirements or exclusions may apply.