Office, Manager

Job Title: Office Manager

Reports to: Plant Manager

Department: Administration

Location: Burley, ID

Supervises: Administrative Assistance (if Applicable)

Classification: Non-Exempt

Date: May 2023

Build your career with Alto Ingredients! Earn a competitive salary, benefits including Medical, Dental, Vision, Life Insurance and 401k with a company dollar-for-dollar match up to 6%, a Wellness program, a stipend for fitness center expenses, a generous paid time off (PTO) program, and service awards for career longevity. Alto Ingredients values the communities where we work and live and offers an extra 8 hours of paid leave for employees who volunteer their time and talents in their community.

Environment: Alto Ingredients, Inc. (ALTO), formerly known as Pacific Ethanol, Inc., is a leading producer of specialty alcohols and essential ingredients. The company is focused on products for four key markets: Health, Home & Beauty; Food & Beverage; Essential Ingredients; and Renewable Fuels. The company’s customers include major food and beverage companies and consumer products companies. For more information, please visit www.altoingredients.com.

Our Pekin campus produces products destined for Health, Food and Beverage and Industrial markets. All personnel are responsible for the safety of these products, which includes participation in training, following cGMP and food safety requirements in the facility, and reviewing and following SOPs for incoming ingredients and outgoing products.

Job Purpose: This position is responsible for providing office management support to the facility and for the procurement of materials and supplies to meet production needs.

The following is a list of major duties and responsibilities for this position along with certain supportive duties. It is not all-inclusive. Other duties and responsibilities may be added as needed and in addition, management may modify this job description as needed.

Essential Duties and Responsibilities:

• Prioritize incoming correspondence, including letters, memos and e-mails; opens mail daily, types/writes emails/letters, and sends out correspondence.
• Schedule, coordinate and prepare documents for management meetings and other scheduled meetings.
• Provide administrative assistance for all scheduled meetings, including: making copies, preparing and compiling reports and presentations, preparing agendas for meetings and/or conferences; transcribing or recording meetings and publishing minutes.
• Establish an approved vendor base and work with accounting on setting up new vendors into Navision system.
• Purchase and deliver supplies within the plant: may travel locally to pick-up and/or deliver miscellaneous office supplies/items.
• Work with production and plant personnel to determine their material and supply needs and determine proper inventory quantity levels.
• Responsible for receiving incoming supplies and goods and coordinating proper documentation for Navision system.
• Prepare purchase quotes for materials and or supplies ordered detailing order costs, shipping information, tax or freight charges and proper GL coding.
• Verify all materials received at the end of the month are properly accounted for and have been included in the month end physical inventory count.
• Verify that all services rendered within the accounting period have been processed for payment in Navision and provide accounting with a detailed list of accruals needed for those that have not been processed.
• Act as liaison between plant personnel and varying corporate departments, including Accounting, Purchasing, HR, Legal, and IT.
• New Hire Onboarding: includes facilitation of all new hire paperwork and orientation activities for all new employees.
• Assist operations with the electronic filing and transmission of all relevant plant documents, including all sales and purchasing supporting documentation.
• Assist operations with daily, weekly, and monthly reporting needs.

Education/Experience:

• High School Diploma/GED
• 3-5 years relevant work experience, preferably in a manufacturing/plant environment
• Secretarial certificate or equivalent experience
• Experience working in a fast-paced environment and prioritizing competing priorities
• Experience working with diverse management styles and personalities.

Qualifications:

• Competent working with computers; working knowledge of Excel, Microsoft Office, and other computer software: strong Excel experience a plus
• Ability to operate Ability to operate office equipment, e.g. printer, copy machine, facsimile machine, multiple phone lines, etc.
• Excellent time management skills and proven ability to prioritize tasks/projects
• Ability to learn quickly and work well under pressure
• Ability to work independently or as part of a team
• Ability to keep information confidential and private;
• Excellent communication skills, oral and written

Physical Requirements:

Must be able to work at a computer to research, send and receive information, and generate reports. Able to communicate by phone and in person. Listen and observe others while communicating in person. Sit for long periods when working in office. Some stooping and bending when filing and moving boxes of materials and files; lift up to 20 lbs. Walk on paved and unpaved surfaces. Climbing stairs and ladders.

Alto Ingredients participates in E-Verify; Criminal background check and drug screen required.

Alto Ingredients, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race,color, religion, age, sex, national origin, disability status, genetics, protected veteran status,sexual orientation, gender identity or expression, or any other characteristic protected by federal,state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.