Site Administrator

Job Description

Job Description:

Purpose of Role: The Plant Site Administrator is a strategic partner that provides support for the Plant Manager, Leadership Team, and Production Associates. This position helps to maximize and extend the effectiveness of the Plant Management Team by identifying & leading key site activities around the areas of development, communication, new hire orientation, policies & practices, training, general associate support, engagement, vendor relationship management, event coordination, and provides recommendations to staff to help drive improvements and efficiencies across the site. Responsible for scheduling Local, Regional, and Global Meetings and organizing Site visits of Mars Family Members and State/Local Officials.

Principal Accountabilities

Communications:

Supports key communication initiatives at the Site: Ensures successful execution of global, regional, and local communication activities including Mars Ambassador Program, Mars Volunteer Program, Mars Leadership Capabilities, Policy Updates, Associate Communication Meetings, Mars Associate Survey, and Principles in Action.

New Hire Orientation: Partners with Central Orientation Team and Site Trainers to facilitate and schedule training in areas of GMP, Safety, operational specific training, Five Principles, Mars culture, Mars Ambassador Program, Principles in Action, Computer training.

Acts as first point of contact for new hires, resolving issues and escalating as needed. Interfaces with Line Managers, People and Organization and Associate Relations team to ensure associate success in the orientation process.

Site Engagement: First point of contact for associates on general questions on systems and policies, resolving first tier issues and escalating as appropriate. Make recommendations based on associate feedback to Site Leadership Team to help improve associate relations and engagement.

Development: Partners with leadership team and site associates in development planning process. Partners with Focused Improvement and Education and Training Pillars to champion continued learning and development.

Coordination of site activities: Coordinates All Associate’s Day, MVP Events, recognition activities, holiday luncheons, team training, team building activities, recognition, and service awards. Organizes visits to Site from associates across the globe including Mars family members, state and local officials. Manage donation activities with Site and Community.

Vendor Relations Management: Work with vendors to ensure vendor compliance with site guidelines and procedures for non-plant services (eg, events, office supplies). Manage effective relationships by collaborating vendor efforts to maintain a high level of customer service at the site. Manages Operation and Inventory for the Company store.

Systems/Processes: Key user for Mars Systems including Kronos, 1Nav, Workday, SCALA, My P&O, Alchemy, Concur, Audio and Video conferencing, and dotMars web posting. Identifies new processes and improvements in the systems and processes.

Administrative Support & Projects

• Office waste reduction

• Coordination of Leadership Team, Connection Point, and other site meetings including travel & team building activities. Facilitation as required.

• Maintain calendars for Site Director and Leadership Team

• Serve on the Crisis Management Team, coordinating team training and update key Crisis Management manuals.

• Provides Training support to associates in areas of Workday, Kronos, 1Nav, Concur, Purchase Orders, Alchemy, basic computer skills, provide support in Excel, Powerpoint and Word.

• Additional projects & coordination of activities as required

• Manages Site P-Card and reconciles invoices. Creates PO’s and ensure timely payment of vendors.

• Mission Critical Competencies

• Developing Others

• Customer Focus

• Planning

• Managerial Courage

• Priority Setting

• Drive for results

• Listening

• Approachability

• Dealing with Ambiguity

• Sizing up people

Key Functional Skills/Knowledge

• The ability to handle multiple projects of high importance at one time: requiring an acute skill in thinking on the fly, and multi-tasking

• Strong verbal and written communication skills

• Ability to manage highly confidential information

• System Skills in Microsoft Office, Kronos, Concur, SCALA, and Workday.

• Able to maintain composure and interact with associates at all levels in the organization

• Ability to analyse problems and provide recommendations & solutions

• Training/facilitation skills

Key Experiences

Two years’ experience in Administrative support or HR Support role

Excellent computer skills including Excel, Word and Powerpoint

Ability to deal with a high volume of activities, remaining focused with frequent interruptions

Ability to handle multiple projects & tasks and readjust work priorities in a dynamic environment

Excellent interpersonal and communication skills, including the ability to work with associates at all levels

Able to demonstrate good judgment in handling a variety of situations

Demonstrated ability to train associates in software applications

Desired Education

High school diploma or GED

HR Generalist certification

Associates/Bachelor’s Degree in Business, Administration, or Human Resources field preferred

Decision Making Authority and Impact

Decisions regarding office/facilities budget, identification and escalation of associate relation issues, planning/scheduling of site visitors including Mars Family Members. Vendor relations/vendor issues, identification of potential associate issues/engagement issues

since Admin is often the first line of defense – key associate advocate.

Recommendations

The Site Administrative Specialist will provide recommendations to the Site Leadership Team to help improve overall efficiencies, development and engagement at the site including office supply budgets, site activities, vendor management/selection, associate development and associate engagement

People Management Responsibility

0 direct reports + 270 indirect associates