Plant Administrative Support Assistant in North Andover, Massachusetts at American Gas Products Inc

Job Title: Plant Administrative Support Assistant

Reports to: Operations Manager

Location: N. Andover, MA
Salary Non-Exempt: $57,638.00 - $62,383.00 commensurate with experience

Summary

The Plant Administrative Support Assistant provides essential administrative, customer service, and operational support to the N. Andover, MA facility. This position serves as a key point of contact for customers, visitors, vendors, and internal departments while supporting order entry, shipping coordination, dispatch activities, inventory management, and general facility administration. The role requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple priorities in a fast-paced operational environment. The Plant Administrative Support Assistant works collaboratively with Customer Service, Sales, Dispatch, Distribution, and facility leadership to support daily operations and ensure accurate, timely, and professional service.

Essential Functions / Key Responsibilities

• Manage inbound telephone calls and emails, accurately entering customer quotes and orders into the appropriate systems.
• Deliver exceptional customer service by greeting visitors, assisting walk-in customers, and providing responsive telephone and computer-based support.
• Communicate professionally with customers to address billing inquiries, resolve service complaints, and coordinate solutions with Sales, Dispatch, and other internal departments.
• Perform general administrative duties, including filing, document scanning, copying, typing, data entry, and maintaining accurate records.
• Monitor, order, and maintain inventory levels for plant, office, customer, and operational supplies to support daily business needs.
• Coordinate facility services and maintain vendor relationships for uniforms, vending machines, building maintenance, and other facility-related requirements.
• Contact freight carriers to schedule outgoing shipments and accurately prepare and generate Bills of Lading (BOLs) and related shipping documentation.
• Print driver paperwork and use available telemetry system data to accurately enter, update, and maintain dispatch orders.
• Provide backup coverage and administrative support for the Distribution Manager to help maintain continuity of daily distribution operations.
• Assist management with special projects, purchase orders, supply ordering, and other administrative or operational assignments as needed.
• Maintain accurate and organized customer, shipping, inventory, purchasing, and facility records.
• Coordinate with internal departments, external vendors, and service providers to resolve issues and ensure timely completion of assigned tasks.
• Follow established company procedures, operational requirements, and workplace safety standards.
• Identify opportunities to improve administrative processes, communication, and overall operational efficiency.
• Perform other related duties and responsibilities as assigned.

Roles & Responsibilities

• Provide reliable, professional, and customer-focused support to customers, visitors, employees, vendors, and management.
• Complete administrative, customer service, order entry, shipping, and dispatch support activities accurately and within established deadlines.
• Demonstrate strong verbal and written communication skills and maintain a collaborative, team-oriented approach.
• Effectively prioritize and manage multiple responsibilities in a fast-paced plant and distribution environment.
• Take ownership of assigned tasks and follow through to completion.
• Maintain accurate documentation and exercise sound judgment when handling confidential or sensitive business information.
• Demonstrate accountability, dependability, initiative, and a commitment to quality.
• Perform all duties safely, responsibly, and with a high degree of proficiency.
• Adapt to changing business needs and provide cross-functional support as required by management.

Required Skills & Experience

• Experience in administrative support, customer service, order processing, logistics, distribution, or a related operational role.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to multitask, prioritize assignments, and meet deadlines in a fast-paced environment.
• Strong problem-solving skills and the ability to exercise sound judgment.
• Proficiency in Microsoft Outlook, Word, and Excel.
• Ability to learn and navigate business software, order entry systems, dispatch platforms, and other computer applications.
• Ability to maintain accurate records, process documentation, and handle customer and company information appropriately.
• Strong interpersonal skills and the ability to work effectively with customers, vendors, coworkers, and individuals at all levels of the organization.
• Demonstrated reliability, accountability, initiative, and follow-through.
• Ability to work independently while contributing to a collaborative team environment.

Preferred Qualifications

• Previous experience in a plant, industrial, manufacturing, distribution, or logistics environment.
• Experience with customer service, order entry, and customer account support.
• Familiarity with shipping documentation, freight coordination, and Bills of Lading.
• Experience with inventory tracking, purchasing, purchase orders, or supply management.
• Experience supporting dispatch or distribution operations.
• Familiarity with telemetry systems, enterprise resource planning (ERP) systems, or other business software.
• Experience coordinating facility services and communicating with outside vendors.

Key Competencies

• Customer Service and Professionalism
• Administrative Organization
• Attention to Detail and Accuracy
• Communication and Interpersonal Skills
• Multitasking and Prioritization
• Problem Solving
• Inventory and Supply Coordination
• Shipping and Dispatch Support
• Teamwork and Collaboration
• Accountability and Follow-Through
• Reliability and Adaptability
• Safety Awareness

Physical Requirements

• Ability to speak and hear effectively in person and by telephone.
• Ability to sit for prolonged periods while working at a desk and using a computer.
• Ability to lift and carry up to 20 pounds occasionally.
• Ability to stand, walk, and move throughout the facility as needed.
• Ability to access and navigate all applicable areas of the organization's facilities.
• Ability to perform the essential functions of the position with or without reasonable accommodation.

Work Environment

• Work is performed primarily indoors in a controlled-temperature environment.
• Position may require occasional exposure to outdoor conditions and changing weather.
• Position may require occasional access to or proximity to plant and operational areas.
• Employees are expected to follow all applicable workplace safety policies and procedures.

Safety Requirements

All employees are responsible for maintaining a safe work environment and are expected to:

• Report safety hazards immediately.
• Immediately report incidents involving illness, injury, or property damage.
• Wear appropriate personal protective equipment (PPE) as required and whenever working in or near designated plant areas.
• Comply with all company safety policies, procedures, and rules.
• Stop, refuse, and report any task or operation that appears unsafe.
• Participate in required safety meetings, training, and programs.
• Maintain constant awareness of personal safety and the safety of coworkers.
• Follow all applicable facility-specific safety requirements.

Work Authorization

Candidates must be legally authorized to work in the United States and provide appropriate work authorization documentation.

EEO Statement

American Gas Products, Inc. is an EEO/AA Employer M/F/D/V.

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