Job Title: Administrative Assistant I
Location: Clackamas, OR 97015
Job Type: Contract | Onsite
Schedule: Monday – Friday, 7:00 AM – 3:30 PM
Position Overview
We are seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant I to provide administrative support for a fast-paced manufacturing facility. This role serves as a key point of contact for employees, vendors, customers, and visitors while ensuring efficient front-office operations, accurate recordkeeping, payroll support, compliance documentation management, and administrative coordination across multiple departments.
The ideal candidate will possess strong organizational skills, excellent communication abilities, proficiency with Microsoft Office applications, and the ability to effectively manage multiple priorities in a manufacturing environment.
Key ResponsibilitiesFront Office Administration
- Serve as the primary point of contact for administrative and reception-related activities.
- Answer and route incoming telephone calls professionally and efficiently.
- Welcome, assist, and direct visitors, vendors, contractors, and customers.
- Receive, sort, distribute, and manage incoming and outgoing mail and deliveries.
- Maintain a professional and organized front office environment.
Payroll & Timekeeping Support
- Manage hourly employee timekeeping records and attendance tracking.
- Review and verify employee time records for payroll processing accuracy.
- Assist with payroll-related administrative tasks and payroll check distribution.
- Maintain confidentiality of employee payroll and personnel information.
Sales, Invoicing & Reporting
- Process daily retail sales transactions and invoicing activities.
- Support routing and documentation related to sales processing.
- Prepare, maintain, and distribute reports as required.
- Ensure accurate recordkeeping and data entry within company systems.
Compliance & Documentation Management
- Organize, scan, file, and maintain documents for accounting, compliance, and audit purposes.
- Support internal and external audit preparation by ensuring documentation accuracy and accessibility.
- Maintain document retention practices and compliance standards.
- Assist with records management initiatives and special administrative projects.
Badge Access & Security Administration
- Manage employee and contractor badge access requests.
- Maintain and update badge access records and system information.
- Conduct periodic badge audits to ensure compliance with facility security procedures.
- Coordinate with facility management regarding access-related issues.
File Management & Records Retention
- Support large-scale file organization and records management projects.
- Coordinate document storage, retrieval, and archiving activities.
- Assist with off-site records management and document retention processes.
- Ensure accurate filing and tracking of business records.
General Administrative Support
- Provide administrative assistance to plant leadership and operational teams.
- Schedule meetings and coordinate administrative logistics as needed.
- Prepare correspondence, reports, spreadsheets, and presentations.
- Perform data entry and maintain accurate departmental records.
- Support special projects and additional administrative duties as assigned.
Required Qualifications
- High School Diploma, GED, or equivalent education.
- Minimum of 2 years of administrative support experience.
- Strong proficiency in Microsoft Office Suite, including:
- Microsoft Excel
- Microsoft Word
- Microsoft Outlook
- Microsoft PowerPoint
- Excellent verbal and written communication skills.
- Strong customer service and interpersonal skills.
- Exceptional organizational, multitasking, and time management abilities.
- Ability to maintain confidentiality and handle sensitive information.
- Strong attention to detail and accuracy.
Preferred Qualifications
- Administrative experience within a manufacturing, production, distribution, or industrial environment.
- Experience supporting employee timekeeping and payroll-related processes.
- Familiarity with ERP systems and workforce management platforms.
- Experience with:
- M3
- Workbrain
- Power BI
- Knowledge of document control, compliance, and audit support processes.
Work Environment
- Onsite position within a manufacturing facility.
- Regular interaction with production personnel, management, vendors, and visitors.
- Frequent use of computers, office equipment, and document management systems.
- Candidate may be required to travel between office areas and the loading dock to pick up or deliver paperwork and documents.
- Appropriate workplace safety practices must be followed at all times.
Physical Requirements
- Ability to sit, stand, and walk throughout the workday.
- Ability to lift and carry files, documents, and office materials as needed.
- Frequent movement between office and operational areas of the facility.
- Must wear rubber-soled shoes while working onsite in accordance with facility safety requirements.
Pay: $21.00 per hour
Application Question(s):
- Mention your e-mail address here
Experience:
- Administrative support: 2 years (Required)
- reception-related activities: 1 year (Required)
- manage incoming and outgoing mail: 1 year (Required)
- invoicing activities: 1 year (Required)
- Data entry: 1 year (Required)
- Computer literacy: 1 year (Required)
Work Location: In person
