What are the responsibilities and job description for the Administrative Assistant position at Natural Gas Solutions North America LLC?
Role Summary/Purpose:
The Receptionist/ Sales Support admin will be the first point of contact for Dresser Pipeline Solutions visitors and contractors. This position will also provide administrative support for Sales Department and Management Staff as needed.
Essential Responsibilities:
• Greet individuals entering establishment, determine nature and purpose of visit, and direct them to destinations.
• Operate telephone switchboard to answer, screen, or forward calls; providing information, taking messages, or scheduling appointments.
• Enters sales orders in the ERP system and assists with checking orders post entry.
• Assist with PO entry and receipt for sales collateral and tradeshows.
• Sales and customer master maintenance in ERP system as needed.
• Manage and distribute incoming correspondence in accordance with policy.
• Redirect general queries from the public and customers.
• Process and prepare memos, correspondence, travel vouchers, or other documents.
• Schedule appointments and maintain and update appointment calendars.
• Assist with scheduled meetings, conference calls and appointments.
• Assist with travel arrangements as needed.
• Assist with new onboarding employees.
• Assist HR as needed.
• Assist EHS as needed.
• Help coordinate local events or training sessions.
• Order, receive, and maintain office supplies.
• Create and print fax cover sheets, memos, correspondence, reports, and other documents.
• Ensure knowledge of staff movements in and out of organization.
• Provide general administrative and clerical support.
• Performs other clerical duties such as filing, photocopying, and collating.
• Ensure safety logs and PPE for visitors.
• Prepare outgoing mail with postage.
Qualifications/Requirements:
• Strong computer skills including Microsoft Office (Word, Excel and PowerPoint).
• Professional telephone protocol and the ability to operate multi-line phone/ switchboard
• Proficiency in spelling, punctuation, grammar and other English language skills
• Maintains confidentiality
Education Requirements:
• Associates degree or equivalent work experience.
• 2 - 5 years office experience preferred
Key Competencies:
• Knowledge of administrative and clerical procedures
• Knowledge of computers and relevant software applications
• Customer and Personal Service - Knowledge of principles and processes for providing customer including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Safety - Shows concern for safety, identifying hazardous or potentially hazardous situations and taking appropriate action to maintain a safe environment for self and others.
• Quality – Follows up to ensure high quality output, takes action to solve quality problems or communicate quality issues to management.
• Teamwork - Works collaboratively with others to achieve organizational goals and treats others with respect and dignity.
• Client Focus – Provides service excellence to both internal and external clients.
• Accountability – Willingly accepts personal responsibility for decisions, actions, attitudes and behaviors that contributes to the overall effectiveness of the organization. Communicates effectively, follows through on assignments, uses resources efficiently and participates in learning opportunities.