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Administrative Assistant
2 months ago
**Job Summary**
Reporting to the Customer Service Manager, the Administrative Assistant is responsible for handling front office reception and administration duties, including greeting guests, answering phones, filing, general paperwork distribution, handling company inquiries, and supporting Customer Service, H&S/HR as required.
**Responsibilities**:
- Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
- Directs visitors by maintaining employee and department directories; giving instructions.
- Maintains security by following procedures; monitoring logbook; issuing visitor badges.
- Ensures visitors have the proper PPE on before touring the plant
- Maintains safe and clean reception area by complying with procedures, rules, and regulations. Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
- Provide general administrative and clerical support
- Ensure knowledge of staff movements in and out of organization
- Maintain appointment diary either manually or electronically
- Schedule appointments
- Organize conference and meeting room bookings
- Organize catering for meetings when required
- Monitor and maintain office equipment
- Control inventory relevant to reception area
- Order Supplies, (Office Supplies, Coffee, Toners etc.)
- Receive and sort mail and deliveries
- Production entries into MRP system
- Completing order confirmations and distributing related paperwork to the plant.
- Print out Production Pages and distribute to the appropriate plant personnel
- Copy Drawings and distribute appropriately
- Administrative duties to support other departments including H&S and HR
**Job Qualifications**
- High school diploma is preferred but not required
- Excellent customer service and telephone skills
- Strong verbal Communication
- Strong Microsoft Office Skills
- Required to listen to and inform others
- Professionalism when dealing with both internal and external parties
- Customer Focus
- Strong organizational abilities
- Ability to handle pressure
- Previous experience with supply management/purchasing (office supplies)
- Attention to detail and conscientiousness
- Friendly, Outgoing
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