Administrative Assistant (Receptionist)

Position Summary:

The Administrative Assistant serves as the face of Spike Electric Controls, providing exceptional customer service to all guests, employees, and clients. This position ensures that all front-office operations run smoothly and professionally, contributing to the company's welcoming and organized environment.

Key Responsibilities:

Cultural Representation:

Uphold and represent the values and culture of Spike Electric Controls, fostering a positive and professional atmosphere for all visitors and employees.

Serve as the first point of contact, ensuring a warm and welcoming experience that aligns with the company's customer-first philosophy.

Guest and Employee Interaction:

Greet all incoming and outgoing guests and employees with professionalism and courtesy.

Direct guests to the sign-in tablet and ensure proper documentation of visitor information.

Answer phone calls promptly, directing them appropriately or taking messages when necessary.

Facility and Supply Maintenance:

Ensure the front break room is stocked with drinks in the cooler and coffee machines have full hoppers of supplies.

Monitor inventory levels and coordinate with the coffee supplier for timely refills when required.

Administrative Support:

Assist the Engineering and Project Management teams with the as-builts process (training will be provided).

Act as a backup for the Payroll Department as needed (training will be provided).

Act as the POC for phone system in the offices as well as the first to answer all calls. Make sure all calls will be covered in the event of your absence.

Administrative Purchasing Coordinator

Manage day-to-day transactional purchases, ensuring timely delivery of office supplies, consumables, shop tools, hardware for production, and xerox printer necessities.

Coordinate with vendors for quotes, order confirmations, and delivery status. Escalate issues to Director of Purchasing if vendor performance beings to negatively impact operations.

Identify opportunities to consolidate vendors or reduce spend in assigned categories, and report potential savings opportunities to the Director of Purchasing.

Flexibility in taking on more purchasing responsibility if called on to do so.

Professional Presentation:

Maintain professional attire daily to align with the position's direct contact with customers, guests, and management.

Avoid use of personal phones during work hours to maintain a professional image and focus on duties.

Qualifications:

Excellent verbal and written communication skills.

Strong organizational and multitasking abilities.

Proficiency in handling basic office equipment and tools.

Demonstrated reliability and professionalism in previous roles.

Establish a record of good attendance, which shows strong dependability.

Expectations:

Adhere to company policies and maintain a high standard of professionalism at all times.

Demonstrate initiative and responsibility, especially during periods of downtime, by seeking out additional tasks or ensuring that the reception area remains tidy and welcoming.

Uphold a polished and engaging demeanor, contributing to a welcoming and dynamic workplace environment while fostering positive interactions with clients, guests, and employees.