Daifuku

General Description

The office Administrative Assistant / Facilities role requires clear and precise communication skills combined with strong organizational capabilities to support daily office operations and employee needs.

Essential Duties & Responsibilities - Office
• Perform day-to-day office administrative functions to support efficient operations, including managing correspondence, mail, and package distribution.
• Coordinate facility maintenance and repairs by contacting and working with internal departments and external vendors to address issues such as HVAC, network connectivity, janitorial services, and general office maintenance.
• Monitor office and facility conditions to ensure a safe, functional, and compliant work environment.
• Order, track, and maintain inventory of office, facility, and safety supplies to support operational and employee needs.
• Coordinate office shipping and receiving activities in accordance with established procedures; maintain accurate shipment and delivery records.
• Coordinate facility and fabrication safety training, documentation, and employee badging in compliance with company policies.
• Provide translation or language support for overseas project teams, new hires, and temporary employees, as applicable to business needs.
• Support HR administrative processes, including onboarding logistics, employee communications, and coordination with cross-functional teams.
• Identify issues that impact office operations or employees and escalate to appropriate personnel or departments; follow through to resolution.
• Maintain confidentiality and handle sensitive information in accordance with company policy and applicable regulations.

Essential Duties & Responsibilities – Purchasing/Procurement

1.Invoices, Credit Memos and Advance Payments

a. Confirm the invoice matches the purchase orders (PO and description)
b. Check/confirm remit to address on the invoice
c. Email the invoice to internal customer for approval
d. Communicate invoices to Accounting monthly

2. Apartments
a. Act as main point of contact for any apartment leases
b. Communicate approved invoices with Accounting Department
c. Manage Utilities for apartment assignments
3. Purchase Orders
a. Create Purchase Order in SAP per JSOX guidelines

Qualifications and Abilities
• Demonstrates sound judgment, reliability, punctuality, and high ethical standards in all aspects of work
• Exercises a high level of discretion and confidentiality when handling sensitive and confidential information
• Proficient in standard office software and administrative tools, including Microsoft Word, Excel, and Outlook
• Ability to manage multiple priorities efficiently while maintaining accuracy, organization, and a professional demeanor

LIMITATIONS AND DISCLAIMER

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills, and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.

Daifuku Cleanroom America Corporation is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their race, gender, religion, ancestry, national origin, sex, sexual orientation, age, disability, marital status, veteran status or medical condition