Optimum Processing Inc Hiring for Administrative Office Assistant Full Time

Job Description:

Administrative/Office Assistant

Optimum Processing, Inc. Is looking for a candidate that is detail-oriented to assist our Executive team. The position is full time at 40 hours weekly. We are looking for individuals who would like to take on challenges and expand their roles as we grow.

The candidate we are looking for would possess the following attributes:

Confidence answering phones.

Ability to effectively communicate with customers.

Technical competence and the ability to learn new software programs efficiently.

Punctuality and excellent attendance.

Critical attention to detail.

The ability to take direction from multiple associates and manage time and priorities appropriately. Must have a can do/positive attitude.

Proficient in Microsoft Word and Excel.

Bookkeeping/Quickbooks experience is a plus.

Training will be provided for all jobs to provide consistency and appropriate knowledge to promote eventual independence.

Duties include:

Entering Customer Purchase Orders

Following up with critical orders placed by OPI

Preparing and sending Invoices

Following up with past due invoices

Answering and directing phone calls

Maintain customer data (MRPeasy; Word; Excel; Quickbooks; Google Sheets)

Take dictation and build response cadences to customers, vendors etc.

Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

Maintain computer and manual filing systems

Handle sensitive information in a confidential manner

Greet and assist visitors at the office

Assist w/ special account management for important customers

Check in materials received for accuracy

Assist with packing and shipping product when necessary (light to heavy lifting required)

Assist in keeping office clean

Please review the “About Working at OPI” Attachment before applying.

Compensation: $19-23 p/hour starting salary DOE

Working at OPI

1. What do the day to day responsibilities of the role look like:

This position will start by assisting the administrative office staff with various jobs. These jobs include reviewing and confirming orders, creating packing slips, sending invoices, communicating with customers regarding orders and accounting issues; managing manual and digital organization systems; managing inventories, assisting with production scheduling. We are a small company, and many jobs are linked; therefore, we expect associates to “major” in some activities and “minor” in others. We are a team-focused establishment and want to ensure everyone can support each other if needed. We hope that the individual can eventually take ownership of specific duties and move out of an assistant position. At that time, we would bring in additional staff support.

2. What are the Company’s values

Optimum Processing, Inc. is a supplier to the Life Sciences industry. The most important considerations for people that work in this industry are Quality Assurance – taking special care to follow instructions and regulations and maintain the cleanliness level of the environment, the accuracy of work following SOP’s(Standard Operating Procedures), and attention to detail to avoid mistakes. We assure our customers that we will provide timely deliveries of products with zero tolerance for failure. If an error is made, notifying the appropriate person to take corrective action is imperative. Because of the regulations and the critical use of our products, we are transparent and open in how we operate and expect our employees to adhere to that standard. We also have a team of professionals that are willing to help out in any way when needed. Sometimes schedules and actions need to shift due to supply chain adjustments. In order to keep supporting the team as a whole, alternative roles might need to be assigned temporarily to meet needs and keep work flowing to meet deadlines.

3. What is the best part of working at OPI?

The best part of working at Optimum Processing, Inc. is the culture. Code of conduct and respect for fellow workers is very important to us. We are constantly working on training and communication improvements to support a safe and secure environment. It can sometimes be a stressful workload, but we make sure work is divided appropriately so that all team members carry their weight and assist in the workflow. All levels of upper management are approachable at any time to ensure any issues are resolved immediately.

4. How is success measured in this position?

Our goal is to train new associates in all jobs that they might perform at any time. It is imperative that an individual accepts and understands the methodology behind our systems and training and does not deviate from our methods without authorization. Through this process, an associate’s strengths can be reviewed. During the probationary period, and as we expand, we would place that employee in a more focused and permanent position. As stated above, although we believe in a team that is willing to step up when needed in additional areas, it is our goal to promote from within and have our individuals benefit from ownership of a position. We would try and accommodate career path opportunities as they become available.

5. Are there opportunities for professional development?

Our business is constantly expanding, building new products, and keeping up with industry standards and regulations. We strive to improve efficiencies and new technologies to be proactive for future growth. We believe in promoting education and bringing on more specific roles to meet the needs of today’s workforce. We strive to provide an environment for self and professional expansion.

6. Who would this associate be working with?

This assistant position would be mainly assisting the administrative offices. This would involve support areas for all departments. These individuals include the General Manager, Director of Operations and Business Development, and the Production Manager. The candidate would assist with maintaining digital and manual records, procurement, invoicing, basic accounting utilizing QuickBooks, customer account management, and shipping and receiving. Building and managing spreadsheet data via Microsoft Word/Excel as well as updating training software. This position also requires movement of boxes and verification of materials to ensure the accuracy of the information included in this current position.

7. What is the most challenging aspect of the job?

The most challenging aspect of the job is that we require employees to wear many hats within their position. As we grow and need more employees, each individual will major in a specific area and minor in team support. We also have to address the ebb and flow of materials and production schedules and need to accommodate a level of flexibility. Our goal is to bring more employees as we meet certain thresholds; this will allow individuals to work in a more focused manner without as much crossover in the future.

Job Type: Full-time

Pay: $19.00 – $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
Candidates will be required to show proof of being fully vaccinated against COVID-19 upon commencing employment. Reasonable accommodations will be considered on a case-by-case basis for exemptions to this requirement in accordance with applicable law.

Ability to commute/relocate:

• San Rafael, CA 94903: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 1 year (Preferred)
• Microsoft Excel: 1 year (Preferred)

Work Location: One location