Office Assistant

Job Description

Job Description

Job Summary

The Office Assistant will be responsible for the daily management of the front office, facilities, HR and will provide support to all departments with a focus on assisting all levels of management. This position requires a sharp individual, with good communication skills and a great positive attitude with a great ability to multitask and assist in other departments. Excellent computer skills as needed.

Essential Duties and Responsibilities

Office Management

• Reception - answer calls and greet visitors
• Create foreign visitor reports and coordinate compliance procedures
• Open and distribute mail accordingly
• Assist employees with discounted employee cell phone service, order cellphones and accessories for executives, activate roaming services when executives travel.
• Keep an updated cellphone reconciliation bill and payroll deductions Excel spreadsheet
• Order office supplies ( monthly Procurement Department supply order) and distribute accordingly
• Order cleaning supplies for Breakroom and Executive kitchen
• Coordinate Micro market supplies and services
• Coordinate visits and meetings
• Serve as a point of contact for all external vendors to include vending machine service, first aid medicine cabinets, pest control and shredding paper personnel.
• Create foreign visitor reports and coordinate compliance procedures.
• Assist in administering foreign visitor program in coordination with the Trade Compliance Office as required by the US export laws and regulations.
• Set up and clean up coffee stations for meetings
• Schedule maintenance service for all company copiers
• Stock executive kitchen and ensure its cleanliness daily
• Assist with employee travel, hotel and car reservations as necessary
• Maintain travel and visit schedules
• Coordinate executive's birthday gatherings, company quarterly luncheons and assist with annual year-end holiday celebration (order invitations, buy and wrap presents, coordinate menu, photographer, music and hotel rooms)
• Assist HR with new hire onboarding, prepare orientation binders and participate in new hire orientation program to include setup of coffee station in the absence of HR Assistant
• Work with HRD with additional duties as assigned

Education and / or Experience

Basic Employment Requirements

Work Environment / Corporate Culture