Administrative Assistant (Part-Time)

Job Summary

Who is Pyrotek? Pyrotek is the most successful global industrial company you’ve never heard of (until now). Pyrotek is a global leader in high temperature materials and our products impact virtually everyone in the developed world. Our global team has worked for decades to deliver new technologies, advanced engineered systems and innovative materials to customers in industries all over the world. Join our team and create, improve and innovate the everyday!

Essential Duties and Responsibilities

Our Administrative Assistant provides administrative support to plant management and human resources.  Supports a variety of projects and tasks, including, but not limited to, administration of payroll, coordination of corporate functions and communications. 

Essential Functions/Responsibilities

• Provide exemplary customer service as well as effective and efficient administrative support to visitors, customers, vendors, suppliers, Pyrotek management and team members. Responsibilities include but are not limited to:
  • Answer and direct incoming phone calls, monitor lobby, greet and direct visitors and contractors.
  • Review and manage required non-disclosure agreements and safety instructions with visitors and provide/check for proper PPE.
  • Prepare correspondence, product manuals, reports, presentation, various forms and tables from rough draft, handwritten notes, tape recordings or general verbal instructions.  Send and distribute received faxes to appropriate contacts, internally and externally.
  • Proofread and edit draft and final material for appropriate and consistent format, making changes in grammar, punctuation or spelling, as needed.
  • Coordinate data from a variety of sources for inclusion in reports and presentations; perform independent research and prepare information for special projects, as assigned.
  • Prepare special records, analysis or reports upon request.
  • Order office supplies for various departments, as needed/when requested that are within budgeted authority to order.
  • Provide recommendations for changes to processes and procedures, as needed.
  • Accurately and efficiently scan and electronically file, files, certifications and training registers.
  • Oversee the upkeep of the facility by initiating general maintenance and routine requests as needed to ensure the property is adequately maintained and meets aesthetic and cleanliness standards.
  • Coordinate with vendors and other departments and team members as needed to complete routine and uncommon requests and needs.
  • Maintain mail room, incoming mail, postage meters and needed supplies to mail correspondents.
  • Ensure breakroom is properly supplied
  • Assist and support management team with administrative tasks
  • Communicate with team members to collect and organize data within a prescribed time frame.
  • Take notes during meetings.
  • Create and agendas and minutes of the meeting, distribute to team members as needed.
  • Manage communication boards.
• Efficiently and effectively coordinate company meetings and events, including but not limited to:
  • Small, medium, and large on-site and off-site events.
  • Manage budget for meetings.
  • Order and pick up, if needed, food and supplies for meetings.
  • Arrange and organize event areas.
  • Assist/organize clean up after event if needed.
• Accurately and efficiently coordinate with Human Resources Business Partner (HRBP) on preparing onboarding materials for new hires.
• Provide prompt support to the Human Resources Business Partner (HRBP) for team member requests such as, timecard and door fobs, safety boot reimbursement, uniform issues, etc.  Escalate team member issues as they emerge to the HRBP.
• Accurately and actively manage door and alarm software system to ensure team members have proper access to the building at all times through the new hire and termination process and regular audits of the system.
• Assist with payroll:
  • Preparing hourly and salary payroll for processing.
  • Review timecards, compute adjustments, enter information into payroll system as requested by team members and managers. 
  • Investigate and resolve team member payroll issues and concerns.
  • Process reports to ensure accuracy with use of paid time off.
  • Ensure timecards are ready for processing by the stated deadline.
• Maintain confidentiality in the handling of all personal and legal information related to Pyrotek team members, products and business relations.

Click the I'm Interested button so our hiring team can review your application and schedule time to speak with you soon! 

What happens next?  Once you submit your application / resume, a member of the recruiting team will send you an email with a self-schedule link to speak with one of our Recruiters.  So please watch your email for that link!  

Qualifications

Education/Experience:  

• High School Diploma, plus three (3) years of administrative office experience; or equivalent combination of education and experience.
• Previous experience working in payroll and/or human resources, preferred.
• Drivers license or ability to obtain is preferred. 

Knowledge/Skills/Abilities:

• Core People Skills.  Ability to positively interact and work collaboratively with a diverse group of people at all levels of the organization.  
• Communication Skills.  Ability to speak clearly and persuasively in positive or negative situations, listen and obtain clarification, and respond well to questions.  Proficiency in writing clearly and concisely and editing work for spelling and grammar.  Ability to maintain a high degree of discretion with confidential information.
• Computer/Applications Skills.  Proficient computer skills using a variety of software applications systems.  Proficient use of Microsoft Office Products; Teams, Word, Excel, Outlook, Power Point and SharePoint.   
• Flexibility. Able to maintain a high degree of accuracy and flexibility in a changing office environment. Ability to work beyond a normal workday; adjusting schedule as needed during plant functions. Ability to effectively multi-task.
• Core Business Skills. Ability to exercise sound judgement and discretion in handling of proprietary and confidential information.  Ability to work independently, without significant direction and to use resources effectively to “figure it out”.  Strong critical thinking skills, judgment and keen attention to detail and accuracy.  Exceptional prioritization, time management and organizational skills.  Ability to accurately prepare and maintain records, files and reports for processing timecards.  Ability to work under pressure with accuracy and meet deadlines.  Ability to manage multiple and varied tasks with attention to detail.

Physical/Sensory Requirements
The following physical activities described here are representative of those required by an team member to perform the essential functions of this position. Reasonable accommodation, if feasible, will be made to enable individuals with disabilities to perform the functions of position.

Must be able to sit for long periods-of-time, bend and reach, use stairs, lift up to 25 pounds occasionally and communicate effectively in English by telephone, in person and in writing. Effectively use a personal computer, office equipment and telephone.

Working Environment
Generally work in an office environment with time spent on production floor to assist with resolution of any supplier quality and / or delivery issues. May be exposed to airborne graphite.  May require the use of Personal Protection Equipment (PPE).

 

Applicant Privacy Notice

Apply Here

Pyrotek is an Equal Employment Opportunity Employer and does not discriminate on the basis of race, religion, color, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service, or other non-merit based factors.

California residents please take a moment to review our California Resident Applicant Data Collection Notice