Job Summary

The Administration Assistant is responsible for various operational functions and general administrative support within the facility.  As the Director of First Impressions, the Administrative Assistant is the first point of contact for all customers and vendors via the incoming phone calls and front lobby.

Essential Functions and Responsibilities (not restrictive)

• Receive all incoming phone calls with the upmost professionalism and in a friendly and hospitable manner, route calls to the appropriate parties.
• Responsible for all activity within the front lobby:  Greet incoming guests with the upmost professionalism and in a friendly and hospitable manner and inform appropriate parties, track visitors with the sign-in sheet, monitor employee presence by tracking when on/off site for fire safety, and responsible for lobby appearance and atmosphere.
• Receive office mail daily.  Prepare, sort and distribute mail to appropriate mailboxes.
• Perform various general administrative/clerical tasks as requested by various departments.
• Assist with the ordering and maintaining of Office, Manufacturing, Cleaning, Gowning and Packaging supplies.
• Assist with maintaining proper documentation of packaging materials, cleaning services, and equipment calibrations.
• Provide support and/or coordinate Company sponsored Employee Events to include scheduling and working with caterers, assisting in acquisition and set-up of decorations and communication activities.
• Preform various duties related to supporting the Temporary Employee process.
• Responsible for meeting the needs of our guests. 
• Regular attendance is an essential function of this position.        

Supervisory Responsibilities (if applicable)

• N/A

Performance indicators (related to above Task & Responsibilities respectively)

Qualification & Experience Requirements

Education, Training:

• A Bachelor’s Degree or the equivalent combination of education and office experience

Experience Required:

• Prior experience in office administration.

Knowledge, Skills, Abilities:

• Excellent writing, negotiating and presentation skills
• Excellent organizational skills and ability to set priorities.
• Ability to multi-task in a fast paced environment
• Must have demonstrably strong interpersonal and communication skills, to include speaking clearly and persuasively in positive or negative situations.
• Excellent math skills.
• Be detailed oriented.
• Effective interpersonal skills to work well with service providers and vendors.
• Ability to work with minimal supervision while remaining productive at all times.
• Ability to write routine reports and correspondence.
• Must be able to work in a team environment and possess team-based problem solving skills.
• Must be results focused and oriented toward accomplishment of team and organizational goals.
• Ability to handle multiple, rapidly changing and conflicting priorities.
• Ability to stay positive and calm in difficult and/or trying circumstances.
• Must be able to work flexible hours to include overtime as needed.
• Ability to effectively interact with all levels of personnel with the utmost professionalism

Language, Computer &   Numeracy:

• Fluent in written and spoken English required
• Strong computer skills and proficiency with MS Word, Excel, Outlook, and PowerPoint

Personality, Characteristics:

• Individual with high levels of energy and drive, who is forward-thinking and creative
• Individual with the natural willingness to step up and take on projects/tasks necessary to support the team efforts
• Well organized and self directed individual focused on achieving goals and initiatives
• Effectively handles multiple, rapidly changing and conflicting priorities and works well under pressure

Travel requirements:

• n/a

Typical Physical Activity

Physical Demands:

• Regularly involves talking or listening, sitting, and the use of hands and fingers.
• Regularly involves going up and down stairs.
• Frequently involves reaching with hands and arms, standing and walking.
• Occasionally involves crouching, stooping, kneeling and/or climbing or balancing.

Physical Requirements:

• Must be able to lift and carry items weighing up to 20 pounds.
• Manual dexterity sufficient to reach/handle items, works with the fingers, and perceives attributes of objects and materials.
• Involves moderate physical activity performing non-strenuous daily activities of a primarily administrative nature.
• Should be able to identify and distinguish colors, see clearly at 20 inches or closer and 20 feet or more, observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point, judge distances and spatial relationships, and adjust the eye to bring an object into sharp focus.

Typical environmental conditions

• May be exposed to moderate noise levels (i.e. office equipment, light traffic).
• May be exposed to moderate to high noise levels (i.e. production equipment, forklifts, heavy traffic).
• May be exposed to humidity, intense heat and cold, outdoor weather conditions, and fumes and toxic chemicals.
• May work in areas with mechanical moving parts, above ground with risk of fall, or areas with risk of electrical shock.

disclaimer

Must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing significant safety threat to self or others.  The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified.