Operations & Facilities Administrative Assistant bei Alfasigma USA

Position Summary: The Operation & Facilities Admin plays a key role in ensuring the smooth and efficient functioning of daily operations. This position is responsible for coordinating a variety of administrative and logistical tasks to support multiple departments across the factory.  

Key Responsibilities:

• Manage office operations, including but not limited to handling mail, answering phone calls, greeting guests at reception, coordinating special event planning, and performing various ad hoc tasks as needed.
• Serve as first point of contact for bulk customer inquiries related to pricing, product information, shipments, distributor search information, and orders.
• Provide exceptional customer service by ensuring timely and accurate order processing, clear communication with customers, wholesalers, or 3PL partners and effective coordination with internal departments to resolve inquiries.
• Process customer orders and provide corresponding documentation to 3PL.
• Inventory Control Activities:
  • Enter batch information into inventory management system, Vicinity.
  • Enter monthly inventory data accurately and on time.
• Lead the Great Plains purchase order process for the Shreveport site including creating and processing purchase orders, obtaining invoice approvals for accounts payable, and reconciling credit card statements.
• Perform routine data entry tasks, including inputting daily Operational KPIs, maintenance records, and calibration results.
• Coordinate safety training and testing as needed, including processing related documentation upon completion. (e.g. offsite hearing test, respirator training).
• Coordinate new hire onboarding tasks, including safety training, assigning security codes, ordering uniforms/lab coats, and distributing keys.
• Maintain and update OSHA records for the factory, ensuring all safety documentation, incident reports, and compliance records are accurately filed and readily accessible for audits or inspections.
• Maintain organized and up-to-date records in the Quality Document Center.

Key Internal Relationships:

• Director of Supply Chain and Facilities
• Plant Manager
• Director of Quality
• Operations Supervisor
• Maintenance Supervisor
• Human Resources Department
• Finance Department
• Business Development Manager - Morpho

Key External Relationships:

• Company preferred suppliers for office supplies and vendors
• Bulk customers
• Local venues used for special events

Experience & Qualifications:

• High school diploma required.
• Experience providing administrative support in a professional business environment, including Microsoft Office Suite, Excel, file management, record-keeping, and designing forms.
• Experience in customer service role in a manufacturing environment.
• Ability to work independently with minimal supervision; general supervision provided for routine tasks and detailed instructions for new or special assignments.
• Capable of handling confidential matters.
• Detail-oriented with a proven ability to organize, analyze, prioritize, and multitask in a fast-paced environment.
• Strong commitment to team projects and meeting deadlines.
• Professional demeanor with strong people skills.
• Effective oral and written communication skills.
• Ability to follow directions accurately.

WHO WE ARE:

Alfasigma USA is the local affiliate of the Italian based pharmaceutical company, Alfasigma. Alfasigma is a leading Italian pharmaceutical company focused on prescription drugs, over-the counter (OTC) and nutraceutical products and has a presence in 90 countries.

Alfasigma USA’s main goals are to improve the health and quality of life of patients by finding solutions to treat specific patient populations, expand our existing portfolio and bring new products into the US market. We strive to be a strong healthy company in a strong healthy world.

Alfasigma USA is headquartered in Morristown, NJ. with a manufacturing plant in Shreveport, LA., a remote mail order pharmacy call center and an established national salesforce.

Alfasigma USA, Inc. and its subsidiary, Brand Direct Health, L.L.C. (collectively the “Company”) is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, religious creed, religious observance, color, age, sex, sexual orientation, gender, gender identity, gender expression, genetic information, national origin, ancestry, marital status, medical condition as defined by state law (cancer and genetic characteristics), disability, military service, military and veteran status, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state, and local laws and ordinances. Applicants with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on the Company. Please email Human Resources at [email protected] if you need assistance completing any forms or to otherwise participate in the application process.