Administrative Asst

San Francisco Bay, CA

Posted: 01/04/2023 Industry: Human Resources Pay Rate: $27-30 hourly

Job Description

Role: Purchasing, Stores, Travel & Accounting


  • Receive purchase orders/non-PO’s and items as a backup to the Storeroom clerk and processing and correcting invoices via Ariba, adjusting PO amounts in Ariba if incorrect, assisting with annual blanket PO’s and working with procurement to coordinate yearly services (Snow removal, landscaping, janitorial, etc.)
  • Coordination of entering and closing out material releases as well as checking MPT for cost validation errors, while also cost validating any purchase orders with price adjustments, as well as verifying releases are entered for returns and scrap dumpsters.
  • Reconciling p-card and t card (Concur)transactions for approval, reviewing/tracking receipts, and assisting with month end tasks for the accounting team. Additionally, working through P-card issues with vendors.
  • Manage travel for leadership team.
  • Manage contracts for vending machine and coffee provides.
  • Manage copy machine contracts and maintenance.
  • Coordinate catering for specified events. (luncheons, breakfasts, etc)


  • Operations can run efficiently and effectively as a direct result of ensuring these administrative but necessary tasks are completed accurately and timely.

Role: Plant-wide Communication, Correspondence, Metrics & Data


  • Collect Data and aggregate into appropriate spreadsheets & distribute
  • Lead all mail correspondence and communication efforts representing the site to external plant partners, such as the pickup, processing, and submission of critical mail to the appropriate departments.
  • Answering external phone calls to the facility and directing all calls accordingly based on need of customer/inquirer.
  • Correspond with vendors regarding payments and invoices and troubleshoot issues with vendors as needed.
  • Assist quality & customer service with samples that require being mailed to customers. Ensure consistent touchpoints with service providers to continue feedback loop regarding services rendered, including printer service contract, trash/recycle vendors, etc.
  • Direct employees to the appropriate HR Contact depending on concerns & assistance needed.
  • Update covid communication and HR bulletin board postings as needed.
  • Post and remove bids according to CBA timeline.
  • Posting monthly work schedule for sit.


  • External customers, vendors, and partners as well as internal employees and customers are kept updated where appropriate. Relationship with these individuals/groups are positively impacted and maintained as a direct result of communication being delivered accurately in a timely manner.

Role: HR and Employee Engagement


  • Coordinate New Employee Orientation such as setting up trainings, reserving meetings rooms, setting up computer stations for self-service portion and assisting new employees with log in.
  • Email Union Apps to union contact and enter HROS cases to set up all deductions for new hires.
  • Complete I-9s for new employees.
  • Complete monthly random drug screens.
  • Complete filing of any personnel file documentation.



  • Filing is kept up to date, assistance is provided as needed to employees and information is kept confidential.

Role: Records & Information Management CSO


  • Coordinate all necessary RIM activities for the site, including coordinating the “pack up” process, leading departmental RIM exercises, through organizing pickup of RIM files with Iron Mountain and managing the Iron Mountain shredding receptacles.
  • RIM Activities include coordinating with Compass IT to dispose/recycle obsolete computer/electronics.


  • Site stays up to date with RIM Requirements and thus remaining in compliance with organizational expectations as well as governmental requirements.


Role: Miscellaneous Operations/Office Duties


  • Logging waste loads electronically.
  • Lead the process of ordering/picking up, preparing and payment of meals for plant meetings/events.
  • Coordinate ticket submissions with Compass IT for system, phone or supply needs and ensuring receipt of orders.
  • Posting materials throughout the plant as needed and managing the TV announcement/power point slides for communication needs at the site.
  • Assist with other miscellaneous special projects as needed.
  • Assist with door access facilitation.


  • Assistant has base level understanding of many of the plant procedures and can direct their own work as needed, as well as the providing support to the needs of both internal and external customers, many of which these tasks are required to run an efficient operation.



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