Description

Position Summary: The Front Desk Administrative Assistantgreets, welcomes, and directs visitors appropriately; notifies company personnel of visitor arrival; maintains security and telecommunications system. This role will support the Director of Warehouse Operations and the Director of Operational Maintenance by performing various activities that include maintaining records for maintenance and calibration, as well as work order requests, and material orders. This role will also exercise responsibility for accurate and timely support activities and perform related duties assigned.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Provide exceptional external and internal customer service via phone, email, messaging and in person.
• Answer the main switchboard and direct calls to the appropriate person/department.
• Welcomes and directs visitors, maintains employee and department directories, tends to inquiries and provides guidance.
• Maintains logbooks, such as Terminix, HVAC, Security and more.
• Maintains security by following procedures and issuing visitor badges, as well as providing monthly reports in the Security Alerts log.
• Issues and tracks the T-shirt exchange program for different departments (Packaging, Compounding, Quality, Material Handling, Technical Services, etc.).
• Maintains a safe and clean reception area by complying with procedures, rules, and regulations.
• Work with various departments with overflow projects.
• Fulfil all reasonable requests from guests to ensure their comfort, satisfaction, and safety.
• Assists with other related clerical duties such as scanning, photocopying, faxing, filing and collating.
• Receive, sort, and distribute daily/front office deliveries.
• Maintain and troubleshoot all copiers' needs.
• Manage and Track Shipping Requests (small parcel orders from departments) transfer coordinator.
• Serve as Control Desk back-up.
• Assist other administrative assistants with various tasks as needed.
• Serve as the backup shuttle driver when needed to transfer small parcels and other supplies.
• Order and coordinate food deliveries for guests.
• Order front office supplies and keep stock inventory.
• Maintain and organize cleaning of conference rooms.
• Maintain and organize the mini office break room and conference fridge restocking during customer visits.
• Maintain a database of spreadsheet files related to calibration.
• Reviews preventative maintenance records for accuracy and timely completion.
• Assists with scheduling of vendors and agencies performing inspections to ensure compliance with local and state regulations.
• Reviews and authorizes purchase orders with assigned limits to facilitate on-site ability to acquire required supplies and/or equipment.
• Assist with project coordination and tracking progress.

Qualifications

Skills/Qualifications:

• High school diploma
• At least 1 year of administrative experience with proven knowledge of administrative and clerical procedures and customer service principles and practices.
• Committed to providing exceptional customer service, ensuring a positive first impression for the company.
• Knowledge of Microsoft Office Suite and Microsoft Outlook and/or other relevant software applications.
• Proficient with common office equipment (printers, scanners, fax machines).
• Able to build rapport and handle inquiries professionally.
• Passionate about anticipating the needs of others.
• Excellent written and verbal communication skills with a professional and courteous demeanor while clearly and concisely conveying information to a variety of audiences.
• Highly organized with the ability to prioritize tasks, manage multiple deadlines, and maintain a clean and efficient workspace in a fast-paced environment.
• Strong interpersonal skills to interact positively with visitors, staff, and clients.
• Accurate and detail-oriented with a strong ability to proofread and ensure the accuracy of information.
• Proactive approach to identifying and solving problems, anticipating needs, and taking ownership of tasks.
• Experience with maintaining inventory control logs or systems, preferred but not required.

Work Environment:

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is usually moderate.

Physical Demands:

An employee must meet the physical demands described here to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, and talk or hear. The employee is occasionally required to reach with hands and arms. The vision requirements include close vision for heavy computer use.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform any other related duties as assigned by their supervisor.