Job Description
Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team.The ideal candidate will provide essential support to our office operations, ensuring smooth daily functions.This role requires excellent communication skills, proficiency with office management tools, and the ability to handle multiple tasks efficiently.The Administrative Assistant facilitates the efficient operation of the assigned department by providing front desk reception duties for the office including greeting and directing customers and visitors and performs a variety of clerical and administrative tasks.Duties/Responsibilities: Receiving visitors at the front desk by greeting and directly them appropriately.Fields visitors' questions, when the issue is beyond the Administrative Assistant's knowledge, forwards to the HR Manager or other appropriate personnel. Maintaining office security by following procedures and controlling access via reception desk (ensuring information is completed in visitor logbook and visitors appropriately escorted with proper personal protection equipment and badges). Ensure the front lobby and administrative offices, including, but not limited to the administrative conference room, are presentable to visitors and personnel. Maintain all company vehicles licensing; track all preventive maintenance and servicing, mileage, and registration logs (electronically and paper form); keys; and ensure all vehicles and golf carts are cleaned inside and outside when vehicles are returned. Provides general administrative support as needed, preparing reports, collecting and analyzing information, maintaining contact lists, preparing agendas, data entry, mail distribution, creating and working with spreadsheets and letters, making copies, scanning documents, maintaining electronic and paper records, making travel arraignments, book and coordinate conference room meetings, and assisting with various projects. Coordinates and schedules travel, meetings, and appointments for managers or supervisors, if necessary. Support management by managing appointment calendars and identifying potential conflicts, prioritizing and shifting meetings to adjust schedules when and if necessary. Handle and keep track of incoming mail/packages - sort and distribute and handle outgoing mail/packages - set up and monitor tracking numbers and orders daily and occasionally deliver mail/packages to the U.S.Postal Service or other mail delivery services (e.g., Federal Express, etc.). Daily maintaining inventory for adequate general office supplies (e.g., paper, pens, staples, paperclips, etc.) and kitchen supplies (e.g., paper plates, coffee, plastic ware, etc.), research new deals/suppliers, coordinates maintenance of office equipment, and ordering supplies using CMS Cooling, LLC's purchasing procedures. Prepare daily coffee; maintain the conference room and kitchen area organized, neat, clean, and stocked (including but not limited to cleaning and putting away dishes and silverware, stocking the refrigerator, etc.); ordering food and occasionally obtaining catered food for meetings as requested; and setting up banquet style catering in the conference room for visitors. Weekly throughout the administrative offices water plants and ensure that the plants are not over watered. Daily fill the administrative offices humidifiers with water and clean the humidifiers. Greet new candidate interviewees, give new candidate interviewees HR interview packets (e.g., application for employment and consent forms), and notify the hiring manager and the HR Department. Daily checking of specified copiers and printers to ensure that paper trays are filled, as needed. Performs other related duties as assigned.Required Skills/Abilities: Proficient Microsoft Office Suite (Word, Excel, PowerPoint, Teams, and Outlook) skills required and the ability to learn new software. Ability to work in a fast-paced manufacturing environment. Ability to work independently and with a team. Detailed oriented with strong organizational and communication skills. Ability to multitask and handle a variety of inquiries with knowledge and tact. Highly organized, with a structured approach to managing workloads, dealing with issues, prioritizing activities. Professional appearance and attitude. Maintains established office files (electronic and hardcopy) and records in accordance with internal procedures. Excellent communication skills including active listening and written communication skills. Decision-making skills to work autonomously and manage specific tasks. Communication and collaboration skills to support personnel, management, and visitors. Ability to handle confidential information responsibly. Excellent interpersonal skills. Proficient in Microsoft Office Suite or related software. Basic understanding of clerical procedures and systems such as recordkeeping and filing. Preferr