{"id":2312089,"url":"https://alion.io/job/plannja-administrative-assistant","title":"Administrative Assistant","company":{"id":2534649,"name":"Plannja","domain":"plannja.se","url":"https://alion.io/company/plannja","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Oracle","truth_index":{"grade":"B","score":75,"open_postings":11,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":null,"computed_at":"2026-10-12T06:55:09Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Saint Paul, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":34000,"max_usd":60000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":3204},"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-09-24T13:58:02Z","employer_posted_date":"2026-09-24","last_verified_at":"2026-10-12T05:03:17Z","board_verified":true,"closed_at":null,"days_open":17,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":17},"description":"POSITION PURPOSE\nSt. Paul’s Administrative Assistant serves a key role in providing necessary administrative and operational support to the Operations Manager (and their designees). This person will be a vital part of the day-to-day workflow across multiple operational departments as well as a significant contributor to achieving overall Operations objectives and goals. Occasionally, this person may be asked to provide general support for the Finance and Procurement departments as needed.\nESSENTIAL FUNCTIONS\nAssists Human Resources and Safety departments in new-hire orientation with necessary paperwork, onboarding, training, documentation, etc.\nPerforms Accounts Payable functions by receiving incoming invoices, verifying receipt of corresponding product and processing in the ERP system.\nReceives raw material inventory into the ERP system and coordinates with suppliers if documentation is missing.\nManages incoming and outgoing mail, packages and faxes.\nMaintains and scans files, documents, contact lists, and informational spreadsheets across operational departments (shipping, receiving, production, safety, environmental, etc.).\nTrack stock levels of supplies and facilitate restocking, including but not limited to: uniforms, IT equipment, office supplies, printer supplies, personal protective equipment (PPE), etc.\nPrepares reports and/or correspondence such as weekly quality reports, inventory summaries, production summaries, safety updates and others as needed.\nEnsures employees are compliant with on-going company and regulatory training requirements and maintains the relevant records of training.\nTracks the company’s progress on the Safety Compliance Calendar and develops action items for areas that are off track.\nMaintains compliance of document retention and shredding of old documents.\nProvides administrative support to facility visitors.\nVerifies contract employee weekly time submissions for accurateness and submits to the appropriate contract company, helps track and report employee attendance and man hours\nAssist in scheduling, communicating, and setting up employee communications and events (meetings, training, health screenings, memos, etc.)\nOrganizes company picnics and outings.\nDevelop skills to fill in for Production Schedulers and/or Shipping personnel during absences.\nOffice presence and regular, reliable attendance required.\nQUALIFICATIONS\nCompetencies and Experiences\nRequired:\n2+ years of experience in clerical/administrative assistant positions\nStrong interpersonal verbal and written communication skills with attention to detail\nProficient general computer skills (Excel) and able to easily learn new systems\nExcellent organizational skills with the ability to trouble-shoot and prioritize\nAbility to work independently and in a team environment\nEducation\nRequired:\nHigh school diploma / GED\nPreferred:\nAssociates degree\nSUPERVISORY RESPONSIBILITIES / DIRECT REPORTS\nNo direct reports\nWORK ENVIRONMENT AND PHYSICAL DEMANDS\nThe employee will frequently be required to:\nThis position operates in an office environment. The role uses standard office equipment such as computers, phones, photocopiers, filing cabinets and scanners. This role is partially sedentary, sitting for several hours at desk. Additional activity of walking to/from and standing at alternative work areas (e.g. photocopiers, paper shredders, and mailroom); alternate sitting and standing as needed. Filing and handling materials is required. This requires the use of hands to finger, hold, handle, reach with hands and arms and to lift and/or carry items up to 30 lbs\nThe employee will occasionally be required to:\nThis position would periodically require work in the warehouse environment with some exposure to heat/cold, walking/stairs, noise and wearing safety equipment/clothing for protection from hazards for plant tours\nDrive for departmental errands and trainings\nThe position requires the following vision and hearing capabilities:\nTalking person to person, on the phone, and/or in group settings\nHearing in person, on the phone, and/or in group settings\nVision at near, mid, and far range\nPOSITION TYPE - WORK HOURS - TRAVEL REQUIREMENTS\nPosition is full time, non-exempt, and is eligible for overtime\nPosition works an eight (8) hour day shift, Monday through Friday, occasional overtime may be required\nTravel for this position is limited and expected to comprise less than 2% of work hours\nOTHER DUTIES\nPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.","description_format":"text","description_chars":4719,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"high_school","optional":true},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":[],"lifecycle":[{"event":"open","at":"2026-10-12T01:52:47Z"}],"visa":[],"liveness":{"score":26,"band":"fade","label":"Fading","p_open":1,"p_active":0.478,"p_room":0.55,"age_days":17,"expected_fill_days":17,"reasons":["conf:1","stale_co","win:tail","comp:junior"],"computed_at":"2026-10-12T06:55:09Z"},"pay":null,"html_url":"https://alion.io/job/plannja-administrative-assistant","json_url":"https://alion.io/job/plannja-administrative-assistant.json","meta":{"generated_at":"2026-10-12T10:31:25Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":16157,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-13T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2534649},"rest":"https://alion.io/mcp/rest/get_company?id=2534649"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fplannja-administrative-assistant"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fplannja-administrative-assistant"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fplannja-administrative-assistant"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/plannja-administrative-assistant\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fplannja-administrative-assistant"}]}