Job Title: Administrative Assistant - ODMS & Training Support
Position Overview:
We are seeking a highly organized, detail-oriented Administrative Assistant to support the ODMS team, Training Coordinators, and department leadership. This hands-on role focuses on administrative support, records management, training coordination, and digital documentation. The ideal candidate will demonstrate initiative, strong communication skills, and a commitment to high-quality results in a dynamic, office-based environment.
Key Responsibilities:
Provide general administrative support to a group of employees and leadership, ensuring smooth daily operations.
Manage shared files and organize both electronic and physical documents.
Oversee records retention and records management activities for each plant and functional area.
Digitize documents and maintain electronic records for easy retrieval and compliance.
Support training programs by scheduling classes, assigning training, tracking completion, and assisting training coordinators.
Assist with digital procedure creation and manage associated documentation.
Provide support for meeting logistics, including booking conference rooms, ordering refreshments, and coordinating visitor access.
Prepare travel options and process less-complex travel arrangements as needed.
Collect, scan, and organize receipts; support expense reporting.
Order office supplies, maintain inventories, and troubleshoot or coordinate maintenance for office equipment.
Use business software applications (Microsoft Office Suite, etc.) and stay current on new technologies and systems.
Follow established procedures and escalate issues as appropriate.
Provide input to improve administrative processes and efficiency.
Required Skills & Qualifications:
Demonstrated administrative support experience (preferred in records, compliance, training, or documentation environments).
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
Strong organizational and document management abilities with sharp attention to detail.
Ability to learn and adapt quickly to new systems and technology.
Strong communication skills, with the ability to work both independently and as part of a team.
Ability to prioritize tasks, follow directions, and proactively support colleagues.
TWIC card required (must be obtained or held at time of hire).
Willingness to wear site-required PPE when entering certain areas.
Ideal Candidate Profile:
Highly organized, process-driven, and adaptable in changing environments.
Strong problem-solving skills with a willingness to take initiative.
Eager to learn, grow professionally, and support a culture of safety and respect.
Experience supporting training, compliance, or document control functions is a plus.
Builds effective relationships and communicates clearly with all levels of staff.
Focused on continuous improvement and high-quality outcomes.
Work Environment & Schedule:
Primarily office-based, supporting plant and training teams on-site.
May require occasional travel between buildings/plants within the site.
Limited PPE required, based on area access.
Standard daytime schedule, Monday-Friday, starting around 7:00 AM. Schedule will be either standard 5x8s or 9/80, to be finalized.
This position does not require calendar management as a core duty.
No company purchasing card or credit check responsibilities.
Candidate Priorities:
We are prioritizing candidates who demonstrate:
Strong administrative support experience
Excellent organizational and document management skills
Microsoft Office proficiency
Ability to quickly learn new systems and technology
Experience supporting training, compliance, documentation, or records-related functions
Clear communication and reliability in following established processes
If you're an administrative professional who is organized, process-oriented, quick to learn, and enjoys supporting others, we encourage you to apply!
As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here (https://www.mykelly.com/help-support-working-with-kelly-us/#Benefits) for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.
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Kelly may use AI-powered tools during the recruitment and hiring process. For full details, including how Kelly uses AI, your rights, and how to request a reasonable accommodation, visit the Recruitment Artificial Intelligence Notice (https://www.kellyservices.com/hubfs/myKelly/Resources/Employment_Policies/Recruitment-Artificial-Intelligence-Notice.pdf?hsLang=en) .
Kelly Services is proud to be an Equal Employment Opportunity and Affirmative Action employer. We welcome, value, and embrace diversity at all levels and are committed to building a team that is inclusive of a variety of backgrounds, communities, perspectives, and abilities. At Kelly, we believe that the more inclusive we are, the better services we can provide. Requests for accommodation related to our application process can be directed to Kelly's Human Resource Knowledge Center. Kelly complies with the requirements of California's state and local Fair Chance laws. A conviction does not automatically bar individuals from employment.
