Administrative Assistant

Requisition ID : 503913

Job Description

It’s an exciting time to be part of the IFF family. We are a global leader in taste, scent and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy.

IFF is seeking a highly motivated individual to work with leadership and personnel located at the Memphis, TN location. You will perform a variety of office support functions designed to implement, maintain and execute effective maintenance procedures and workflow. You will often engaged in the production of documents and other duties that support the activities and staff of the maintenance organization. As an Administrative Assistant, you will perform a variety of administrative duties to support the maintenance department, work generally requires knowledge of company maintenance, practices, policies, programs and regulatory requirements, and resolves routine and non-routine inquiries. Administrative responsibilities include filing of reports/certificates, data entry, material purchasing, vendor coordination, document preparation and management. Maintaining confidentiality is key in this role.

Typical duties of an Administrative Assistant include, but are not limited to:

• Communicate clearly in English both verbally and written.
• Attend work regularly and reliably.
• Perform other duties as assigned.
• Keyboard documents and record confidential or sensitive information. Review and edit
• documents prepared by supervisor for content and grammar; modify as necessary.
• Check and respond to phone, email and other essential forms of communication.
• Entering Process Safety Maintenance Critical (PSMC) work orders for vendors.
• Verifying and filing (scanning and data entry) quarterly safety and regulatory inspection reports
• and certificates (including critical calibration reports).
• Working with external vendors and government agencies to retrieve necessary reports.
• Administration of material purchases for the Maintenance Department.
• Answer inquiries and resolve problems that require interpretation, explanation and justification of
• administrative policies and procedures.
• Direct and coordinate all clerical functions of the department with full accountability for results
• produced.
• Compose correspondence and other documents as well as compile reports of a variety of subject
• areas.
• Sign/approve correspondence, requisitions, vouchers and similar documents within authorized
• limits.
• Develop/amend advanced level spreadsheets and documents for immediate supervisor and/or
• functional department.
• Create emergency purchase orders.
• Maintains training records by recording new hires, transfers, terminations, changes in job
• classifications and merit increases.
• Documents training actions by completing forms, reports, logs, and records.
• Enters and updates employee information into company databases.
• Handles sensitive employee and company information.
• Manages multiple databases (i.e. ETQ, SAP).
• Ability to look up part numbers in SAP and create new part numbers in SAP as needed.
• Assist with the administration of contractors including the maintenance of the contractor WO
• board and attending the facility’s contractor meetings.
• Coordinate and interface with approved vendors and assist with the approval process for new
• vendors.
• Administer the Maintenance Vacation Schedule that includes the recording of all approved
• maintenance requests in Sharepoint and filing of approved paper copies.
• Finance and payable administration. Verify invoices are approved by field contact and the
• appropriate PO is properly funded to process invoices. Complete service entry sheet (SES) in
• SAP for approved invoices. Ensure goods receipt from the maintenance store room or receiving
• party prior to processing invoices.
• Communicate receipt of service / good receipt and SES to ISSC for invoice processing.

Job Requirements

• H.S. / GED Two (2) years of vocational training that provided knowledge of generally accepted office/clerical procedures; or, ninety (90) semester hours of college course work in office occupations, business administration or a closely related field a plus.

Knowledge of

• Office methods and procedures (Thorough level)
• Spelling, grammar, punctuation, sentence and paragraph structure (Thorough level)
• MS Office Suite (Thorough level)
• Internet Explorer demonstrating excellent internet research skills
• SAP+ systems (Broad level)
• Microsoft Sharepoint
• Sourcing and Payables

Skill in

• Analyzing and Interpreting data
• Customer Service and dealing with a wide variety of people at all levels
• Computer and Time Management

Ability to

• Analyze and develop office guidelines, procedures, systems
• Organize and assist the work of others
• Keyboard accurately
• Effectively represent IFF with strong written and verbal communication skills.
• Execute effective organizational skills
• Analyze and investigate a variety of questions or problems
• Operate standard office equipment
• Make calculations and reconcile records
• Work independently while handling multiple projects following through to completion
• Work effectively in a team environment
• Maintain comprehensive files and records
• Exercise tact, independent judgment and discretion while handling sensitive or confidential information
• Meet Tight Deadlines
• Work Well under Pressure
• Maintain a High level of Professionalism and Confidentiality

While we are interested in all qualified candidates with the potential to work in the United States, we are not able to sponsor visas. Additionally, to qualify for this position, you must be proficient in English, including reading, writing, and verbal communication.

We are a global leader in taste, scent and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.