Office Administrator - Quincy, IL

Job Summary
The Office Administrator is responsible for overseeing the day-to-day administrative functions, processing payroll, maintaining inventory, managing reconciliations, and supporting plant personnel with general administrative tasks to ensure the plant operates smoothly and efficiently.
Key ResponsibilitiesGenerate and submit reports related to overall headcount, overtime, and other relevant metrics.Maintain attendance and discipline records to ensure the timely processing of related reports.Oversee and provide updates on colleagues' leave of absence (FMLA, short-term disability, etc.)Handle employee inquiries, requests related to attendance, and other administrative concerns.Support recruitment efforts by coordinating with the Talent Acquisition team to post openings, screen candidates, schedule and participate in interviews.Coordinate and manage the onboarding process for new hires.Administer payroll functions, including tracking time off, hourly time cards, and leaves.Maintain and organize employment and medical records.Generate purchase orders and communicate with vendors to ensure the timely delivery of supplies.Monitor inventory levels and coordinate replenishment efforts and activities.Investigate and resolve discrepancies in the purchasing system.Enter purchase orders into Maximo/Coupa to ensure accurate tracking and status updates.Reconcile receiving records with purchase orders, process invoices, and resolve any discrepancies in purchasing or invoicing.Address vendor inquiries regarding overdue invoices.Coordinate chemical scheduling and ordering as needed by each department, and provide expediting services to plant customers.Prepare, code, and enter A/P vouchers related to fixed payments.Communicate with suppliers to reconcile vendor statements.Prepare documentation for new suppliers.Track the daily receipt of all inventoried items to ensure reconciliation for month-end.Reconcile the physical inventory at month-end.Collaborate to address any inventory discrepancies.Prepare month-end reports for leadership and accounting.Education and ExperienceA high school diploma or equivalent is required; a degree in business administration, office management, or a related field is preferred.2+ years of experience with Maximo, CTS, or similar asset management software.
Skills and QualificationsStrong organizational skills; strict attention to detail and high levels of accuracy.  Excellent written and verbal communication skills.Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, etc.) and basic office equipment.Problem-solving skills and ability to handle multiple tasks simultaneously.Ability to work independently as well as in a team setting.Efficient in prioritizing tasks and meeting deadlines.Strong documentation skills and ability to maintain strict confidentiality in all aspects of the role.Must be reliable, ethical, and professional.Expected to actively support and participate in the plant’s safety and environmental programs.Work environmentStandard business hours with occasional flexibility required for special projects or events.Primarily office-based with occasional exposure to plant conditions such as noise and varying temperatures.Excited about this role but don’t think you meet every requirement listed? We encourage you to apply anyway. You may be just the right candidate for this role or another one of our openings.

ADM requires the successful completion of a background check. 

'AJC IND' REF:93168BR