Admin Assistant II

WHAT IS TEKNIPLEX?

TekniPlex Healthcare is a respected business partner that specializes in the manufacturing of medical and pharmaceutical packaging for companies around the world. We aim to deliver better patient outcomes by manufacturing products that allow for less invasive procedures, reduced pain, faster healing, and safer drug delivery. We are currently hiring for teammates in our Administrative Department, located in Madison, WI.

JOB SUMMARY

The Administrative Assistant will provide clerical and administrative support to the Plant Manager, and Leadership team as needed. Responsibilities include maintaining employee files, records, and training data, with occasional handling of confidential materials. The role also involves answering general questions, demonstrating basic business knowledge, and offering receptionist support as needed.

DUTIES AND RESPONSIBILITIES

• Arranges for equipment maintenance of copiers, telephone systems as well as monitor and order office supplies for existing and new hires as needed
• Responsible for visitor and vendor management
• Responsible for the dispersion of incoming/outgoing mail to and from the facility to ensure it gets to the proper recipient timely
• Organizes and maintains file system, and files correspondence and other records. Retrieves files as needed
• Assisting in the coordination of the various plant events, including, but not limited to: Safety week, Holiday Lunch, Company Picnic, etc
• Maintain communication and correspondence with employees to include compliance Safety postings, bulletins boards, and flyers
• Prepares, coordinates, and manages safety training files such as new employees safety onboarding schedule, employee listings on training matrix and attendance sheets
• Supports weekly, monthly, yearly, and ad hoc reporting on plant hours worked, Overtime, PTO time and preparing spreadsheets, or as requested by plant leadership
• Providing weekly hours worked for temporary staffing companies
• Assist HR Manager with paperwork transactions, record keeping, preparing and department materials
• Manage uniform process with our 3rd party supplier
• Assist HR Manager with arranging employee’s appointments (and transportation) to include but not limited to hearing tests appointments with occupational clinic, ordering supply and materials like Protective Personal Equipment (PPE) like prescription safety glasses, etc
• Assist HR Manager when needed with candidates’ professional reference checks, scheduling job interviews and coordinating new hires, safety trainings, and other type of trainings as necessary
• Additional duties as assigned
• Promotes personal and product safety by:
  • Supporting the company' ISO standards
  • Reports any non-conformances or Product Safety risks to immediate supervisor
  • Actively assesses activities on a constant basis to ensure no unsafe actions or results will occur
  • Stresses safe working practices as a condition of employment to associates
  • Assisting in audits of employee behaviors to ensure compliance with safety rules and guidelines, as well as housekeeping audits and surveys
  • Participating actively on the plant-wide safety team
  • Ensuring the housekeeping in the immediate and surrounding work area is maintained or improved to the highest level possible
  • Consistently wears personal protective equipment.
  • Participates in safety-based training provided by the company or recommended by the company
• Ensures Quality of products and processes are maintained by:
  • Is competent and supports the companies ISO standards for Product Quality 13485 and 9001
  • Reports any non-conformances or high-risk quality problems to immediate supervisor
  • Performing work at a level that ensures quality of this position’s work meets or exceeds internal and customer specifications
  • Identifying and correcting, if possible, any identified quality issues in the department
  • Participates in Quality based training provided by the company or recommended by the company

REQUIRED QUALIFICATIONS

• 3-5 years of relevant practical experience, preferably in prior administrative position
• Proficient in procurement, inventory, basic accounting standards and office administrative procedures with knowledge of use and operation of standard office equipment.
• Must be proficient in proper grammar and punctuation in Microsoft Suite products
• Demonstrates a high level of confidentiality
• Ability to be assertive and work with little supervision

LANGUAGE SKILLS
Good English skills, both verbal and written.
Ability to read, interpret, and communicate documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and legibly complete timecards and work orders. Ability to effectively present information in one-on-one and small groups situations to other employees of the organization. Ability to effective present information and respond to questions form groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to apply concepts of basic algebra, geometry, fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY
Ability to solve practical problems and deal with a variety of variable in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, and talk or hear. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT
This is a fully on-site position based in our Madison, WI office. The role operates in a professional office setting, with standard office equipment such as computers, phones, and printers. Regular interaction with team members and other departments is expected.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Company
Tekniplex is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.