Administrative Assistant

Position Summary

The Administrative Assistant provides comprehensive administrative and clerical support to the site by handling office operations, communication, inventory tracking, systems maintenance, and departmental coordination. This role requires a high level of professionalism, discretion, independent judgment, and the ability to analyze information, manage multiple priorities, and support cross‑functional teams effectively.

Principal Duties & Responsibilities

Administrative & Office Support

• Exercise considerable discretion and independent judgment when handling complex information requests and administrative matters
• Generate memos, emails, reports, and other business documents as needed
• Perform data entry and filing support for various departments
• Track office‑related expenses and assist with basic monitoring of office budgets
• Assume responsibility for the maintenance of office equipment, including copy machines and telephones

Reception, Communications & Mail Handling

• Greet visitors in a professional and friendly manner upon entering the building
• Screen and manage incoming calls, correspondence, and other communications
• Sort and distribute incoming mail on an as‑needed basis
• Send invoices and bills received via mail to Accounts Payable or the AP system
• Update and maintain the postage machine, including loading funds on a quarterly basis

Inventory, ERP & Administrative Processing

• Purchase and maintain accurate inventory records for consumable goods at the Hanover site
• Receive non‑inventory goods in the ERP system
• Process warehouse transfers within the ERP system
• Backup Customer Service with order entry as needed
• Assist Customer Service with Distributor Agreements as needed

Marketing, Sales & Cross‑Functional Support

• Mail Huber products and informational materials to sales representatives nationwide
• Partner with the Marketing Department to manage marketing materials and inventory distribution
• Assist with preparing and distributing label books, postcards, and trade show materials

Travel & Coordination

• Coordinate travel arrangements for management as needed
• Support site events, meetings, and departmental coordination as assigned

Specialized/Technical Knowledge or Required Skills

• High school diploma or GED
• Prior experience in an administrative or office support role
• Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to manage confidential information with discretion
• Strong organizational, prioritization, and communication skills
• Ability to work independently with minimal supervision

Preferred Qualifications

• Experience in a manufacturing or plant environment
• Familiarity with ERP systems and basic accounting or administrative processes
• Experience supporting multiple departments or leadership teams

Working Conditions

• Primary work performed in an office environment with occasional exposure to a production or warehouse setting
• Ability to sit, stand, walk, bend, and lift up to 25 pounds as needed

Total Rewards

J.M. Huber Corporation complies with all local/state regulations requiring salary range transparency.

Any offered salary is determined based on relevant factors such as an applicant's skills, performance, job responsibilities, prior relevant experience, certain degrees and certifications and market considerations.