Administrative Assistant

Description

Job Description Summary:

Empower Block Imaging Technical Excellence to operate at its best by ensuring information, processes, and documentation are accurate, accessible, and effective. Through reliable support, proactive coordination, and continuous improvement, this role strengthens our teams, reduces risk, and helps us deliver exceptional outcomes that honor our commitment to excellence and growth

• Increase production performance through optimal efficiency and effective process development. 
• Provide noteworthy customer experience to our internal customers. 
• Communicates priorities, deadlines, and progress updates clearly and consistently.
• Consistently meets deadlines and delivers work in a timely manner.
• Reach or exceed clearly defined operational goals.
• Review all documents for accuracy, thoroughness, and quality.
• Resolve issues and recognize when to escalate to the appropriate party.
• Bring to the attention of the Director of Technical Excellence any coordination and support issues that cannot be resolved.

Essential Functions and Job Duties:

• Job Help manage technical team calendars, priority lists and assignments, and Salesforce requests and hours, for our technical teams. 
• Assist our management team with requests including but not limited to data entry, training documents, documentation, checklists etc.
• Check in weekly with Team Leads and Managers on tasks and areas of need.
• Open and close Salesforce requests as needed and maintain and update all company databases in a timely manner.
• Utilize Salesforce to communicate, maintain project organization, file Nonconformities, track parts, inventory, and tools.
• Follow through with internal teams to determine documentation, processes, quality, and solutions for improvement. 
• Manage Technical Excellence documents for our technical teams.
• Meet reporting and record retention requirements for all governing bodies.
• Help manage documentation of Block Imaging vehicles as needed.
• Oversee tool calibrations and documentation.
• Ordering goods for TechEx.
• Ordering Parts for TO’s.
• Inventory Management for Technical Excellence.
• Manage the expiring tool list.
• Enter tool calibration data in Salesforce.
• Help coordinate onboarding and roadmaps for new team members.
• Seize opportunities and manage risk.
• Maintain confidentiality.
• Other duties as assigned.

Requirements

Role Competencies:

• Solution-oriented, flexible, and able to resolve situations with confidence and mature leadership.
• Solid organization skills that include attention to detail and multitasking ability.
• Analytical skills with the ability to evaluate need, identify options, and make decisions.
• Capable of working within a team and focused on building positive working relationships.
• Solve problems using initiative and critical thinking skills. 
• Exceptional written and verbal communication skills including telephone, writing, and listening.
• Ability to work on concurrent projects, meet deadlines, and organize work to be completed in a timely manner.
• Must be able to discuss challenges and changes with internal teams and leadership.
• Experience in developing process and schedules.
• Team player who will foster communication among teams, share success, and treat others with dignity and respect.
• Ability to organize work, lead team members and concurrent projects, and ensure timelines are met. 
• Finds and implements ways to “make it better”.
• Salesforce (or other CRM software) experience is preferred
• Carries a positive attitude.

Cultural Fit:

Exhibit the Block Core Values of Growth, Integrity, Together, and Honor. Make choices that contribute to the development and reinforcement of the core values.

Education or Relevant Experience:

• Education: Bachelor’s degree or equivalent experience in Customer Relations, Project Operations or Medical Imaging.
• Experience:
• 1-3 years of administrative, operations, or project coordination experience, preferably in a technical or customer-focused environment.
• Proficient in Excel, Word, Outlook, keyboarding, and internet research.

Supervisory Responsibilities: This position requires only self-supervision.

Minimum Physical Expectations:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. If you have any questions, please contact Human Resources.

• Physical activity that requires often bending, stooping, reaching, climbing, kneeling and/or twisting. 
• Physical activity that sometimes involves pushing and/or pulling over 25 lbs. but not more than 75 lbs.
• Physical activity that sometimes involves lifting over 25 lbs. but not more than 75 lbs.
• Physical activity that requires keyboarding, sitting, phone work and filing.

Travel Requirements:

• N/A

Work Environment Expectations:

Temperature, noise level, whether the job is inside or outside, and other factors that will affect the person’s working conditions while performing the job.

• Physical activity that sometimes requires exposure to loud noises that do not require ear plugs.
• Physical activity that often requires exposure to machinery.
• Physical activity that sometimes requires exposure to hazardous materials (MSDS available).

Block Imaging Parts & Service is an Equal Opportunity Employer

The above job definition information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Job duties and responsibilities are subject to change based on changing business needs and conditions.