Administrative Assistant

What does an Administrative Assistant do?

• Serve as the first point of contact for employees, visitors, contractors, vendors, and drivers entering the facility.
• Manage visitor check-in procedures, issue badges, coordinate safety orientations, and ensure compliance with site protocols.
• Coordinate inbound and outbound shipping documentation, including bills of lading, packing slips, material receipts, and shipment records.
• Support production and warehouse leadership by maintaining schedules, updating shift rosters, and preparing employee communications.
• Assist with inventory management of office supplies, PPE, warehouse consumables, labels, and other operational materials.
• Receive, sort, and distribute incoming mail, materials, and small packages while maintaining accurate records.
• Prepare, update, and maintain operational documents such as work instructions, safety records, compliance documentation, and daily operational reports.
• Assist with onboarding and training coordination for new employees, contractors, and temporary staff, ensuring required paperwork is completed.
• Coordinate facility meetings by reserving meeting rooms, preparing materials, arranging catering, and supporting presentations and production reporting.
• Support safety initiatives by maintaining SDS binders, distributing PPE, filing incident reports, and assisting with safety committee activities.
• Assist supervisors with administrative projects including printing work orders, posting communications, laminating documents, and updating visual management boards.
• Process purchase requisitions, vendor orders, and expense submissions related to facility operations.
• Maintain a clean, organized, and professional reception and office environment.
• Perform other duties as assigned in support of manufacturing and warehouse operations.

What are we looking for in an Administrative Assistant?

• High school diploma, GED, or equivalent required.
• 1-3 years of experience in an administrative support, manufacturing, warehouse, logistics, or operations environment preferred.
• Proficiency with Microsoft Office applications including Word, Excel, Outlook, and PowerPoint.
• Ability to quickly learn manufacturing-related systems such as ERP, inventory management, and maintenance software.
• Strong attention to detail and commitment to maintaining accurate documentation and records.
• Ability to communicate professionally with production teams, warehouse personnel, contractors, vendors, drivers, and leadership.
• Ability to read, understand, and follow operational procedures, shipping documentation, and safety requirements.
• Strong organizational and multitasking skills in a fast-paced environment with changing priorities.
• Ability to work independently while maintaining a collaborative team-oriented approach.
• Dependable work ethic with the flexibility to support operational and shift-based business needs.
• Strong problem-solving skills and the ability to navigate daily operational challenges effectively.

Benefits Offered

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) matching
• Tuition Assistance and Educational Reimbursement
• Life insurance
• Paid time off
• Paid holidays
• Professional development and training opportunities
• Additional voluntary benefit options

Why Join Vestas?

We offer an exciting opportunity with meaningful development potential in an inspiring, fast-paced environment at the world's leading wind turbine manufacturer. We value initiative, collaboration, accountability, and attention to detail. You'll be part of a diverse, international team committed to safety, sustainability, and supporting one another while helping drive the future of renewable energy.

Our commitment to a fair hiringAt Vestas, we evaluate all candidates solely based on their professional experience, education, and relevant skills. To support a fair recruitment process, we kindly ask that you remove any photos, dates of birth or graduation, gender pronouns, marital status, or other personal information not relevant to the role before submitting your CV/resume. Your CV/resume should focus on your professional and educational background, along with the necessary contact details (email and phone number). We train our hiring teams in inclusive evaluation and regularly review process outcomes to ensure fairness. DEIB StatementAt Vestas, we recognize the value of diversity, equity, and inclusion in driving innovation and success. We strongly encourage individuals from all backgrounds to apply, particularly those who may hesitate due to their identity or feel they do not meet every criterion. As our CEO states, "Expertise and talent come in many forms, and a diverse workforce enhances our ability to think differently and solve the complex challenges of our industry". Your unique perspective is what will help us powering the solution for a sustainable, green energy future.