Office Assistant

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

• 5 years related experience in manufacturing environment preferred
• Experience in front office/reception activities
• Working knowledge of Microsoft Office Programs: Word, Excel, PowerPoint
• Knowledge of office machines and facilities maintenance support
• Knowledge of travel procedures
• Ability to work independently with little supervision and in a team environment.

Basic Employment Requirements

• Requires above average written and verbal communication skills and inter-personal skills with an ability to understand define and communicate issues in a clear and concise manner.
• Must be focused and have high attention to detail.
• Must be authorized to work in the US and be eligible to obtain a passport.

Work Environment/Corporate Culture

• The work environment is one of a professional office.
• 9/80 Work schedule Manager.
  
• Full benefits package including medical, dental, STD, LTD, GTL, 401K, Holidays, Vacation, paid time off to eligible employees.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.