Job Information
IFF Administrative Assistant in Memphis, Tennessee
Administrative Assistant
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Date:Jul 9, 2024
Location: Memphis, TN, US
Company: IFF Family of Companies
Requisition ID : 503913
Job Description
It’s an exciting time to be part of the IFF family. We are a global leader in taste, scent and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy.
IFF is seeking a highly motivated individual to work with leadership and personnel located at the Memphis, TN location. You will perform a variety of office support functions designed to implement, maintain and execute effective maintenance procedures and workflow. You will often engaged in the production of documents and other duties that support the activities and staff of the maintenance organization. As an Administrative Assistant, you will perform a variety of administrative duties to support the maintenance department, work generally requires knowledge of company maintenance, practices, policies, programs and regulatory requirements, and resolves routine and non-routine inquiries. Administrative responsibilities include filing of reports/certificates, data entry, material purchasing, vendor coordination, document preparation and management. Maintaining confidentiality is key in this role.
Typical duties of an Administrative Assistant include, but are not limited to:
Communicate clearly in English both verbally and written.
Attend work regularly and reliably.
Perform other duties as assigned.
Keyboard documents and record confidential or sensitive information. Review and edit
documents prepared by supervisor for content and grammar; modify as necessary.
Check and respond to phone, email and other essential forms of communication.
Entering Process Safety Maintenance Critical (PSMC) work orders for vendors.
Verifying and filing (scanning and data entry) quarterly safety and regulatory inspection reports
and certificates (including critical calibration reports).
Working with external vendors and government agencies to retrieve necessary reports.
Administration of material purchases for the Maintenance Department.
Answer inquiries and resolve problems that require interpretation, explanation and justification of
administrative policies and procedures.
Direct and coordinate all clerical functions of the department with full accountability for results
produced.
Compose correspondence and other documents as well as compile reports of a variety of subject
areas.
Sign/approve correspondence, requisitions, vouchers and similar documents within authorized
limits.
Develop/amend advanced level spreadsheets and documents for immediate supervisor and/or
functional department.
Create emergency purchase orders.
Maintains training records by recording new hires, transfers, terminations, changes in job
classifications and merit increases.
Documents training actions by completing forms, reports, logs, and records.
Enters and updates employee information into company databases.
Handles sensitive employee and company information.
Manages multiple databases (i.e. ETQ, SAP).
Ability to look up part numbers in SAP and create new part numbers in SAP as needed.
Assist with the administration of contractors including the maintenance of the contractor WO
board and attending the facility’s contractor meetings.
Coordinate and interface with approved vendors and assist with the approval process for new
vendors.
Administer the Maintenance Vacation Schedule that includes the recording of all approved
maintenance requests in Sharepoint and filing of approved paper copies.
Finance and payable administration. Verify invoices are approved by field contact and the
appropriate PO is properly funded to process invoices. Complete service entry sheet (SES) in
SAP for approved invoices. Ensure goods receipt from the maintenance store room or receiving
party prior to processing invoices.
Communicate receipt of service / good receipt and SES to ISSC for invoice processing.
Job Requirements
- H.S. / GED Two (2) years of vocational training that provided knowledge of generally accepted office/clerical procedures; or, ninety (90) semester hours of college course work in office occupations, business administration or a closely related field a plus.
Knowledge of
Office methods and procedures (Thorough level)
Spelling, grammar, punctuation, sentence and paragraph structure (Thorough level)
MS Office Suite (Thorough level)
Internet Explorer demonstrating excellent internet research skills
SAP+ systems (Broad level)
Microsoft Sharepoint
Sourcing and Payables
Skill in
Analyzing and Interpreting data
Customer Service and dealing with a wide variety of people at all levels
Computer and Time Management
Ability to
Analyze and develop office guidelines, procedures, systems
Organize and assist the work of others
Keyboard accurately
Effectively represent IFF with strong written and verbal communication skills.
Execute effective organizational skills
Analyze and investigate a variety of questions or problems
Operate standard office equipment
Make calculations and reconcile records
Work independently while handling multiple projects following through to completion
Work effectively in a team environment
Maintain comprehensive files and records
Exercise tact, independent judgment and discretion while handling sensitive or confidential information
Meet Tight Deadlines
Work Well under Pressure
Maintain a High level of Professionalism and Confidentiality
While we are interested in all qualified candidates with the potential to work in the United States, we are not able to sponsor visas. Additionally, to qualify for this position, you must be proficient in English, including reading, writing, and verbal communication.
We are a global leader in taste, scent and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.
VisitIFF.com/careers/workplace-diversity-and-inclusion (https://https://www.iff.com/responsibilities/diversity-equity-inclusion) to learn more.