Office Manager

Job Description

POSITION SUMMARY

Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks.

Our Office Assistant duties include offering administrative support across the organization. You will welcome guests and greet people who visit the Facility. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

To be successful as an Office Assistant, you should have a pleasant personality, as this is also a customer service role. You should also be able to deal with emergencies in a timely and effective and calm manner while streamlining office operations. Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is a plus.

Ultimately, an Office Assistant’s duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards.

KEY RESPONSIBILITIES include the following. Other duties may be assigned:

Front Desk/Receptionist

Greet and welcome guests as soon as they arrive at the Facility

Distribute or scan mail to appropriate person or department

Direct visitors to the appropriate person

Answer Petmate main phone line and screen and forward incoming phone calls

Ensure reception area is tidy and presentable, with all necessary material (e.g. pens, forms, and brochures)

Provide basic and accurate information in-person and via phone/email

Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, check id’s)

Manage door badges/employee replacement badges/camera as needed. Delete badges for employees

Office Assistant

Order front office supplies and keep inventory of stock

Keep updated records of office expenses and costs

Order business cards, name tags, and name plates

Prepare offices and cubicles for new employees. Ensure they have everything needed for first week

Order coffee, sugar, creamer, water, kitchen supplies and front desk guest sign in book

Manage the vending machines, ice makers, microwaves, coffee machines, refrigerators, add/remove equipment, request service for repairs, order water for plant during the summer

Handle return postage needed for returned customer items and customer returns meant for PFC

Receive, sort and distribute daily mail/deliveries

POC for safety glasses for office, temp service and new hires, visitors, and office masks

Manage service requests for copiers in SAM and supplies

Manage cleaning company and vending company for SAM

Perform other clerical receptionist duties such as filing, copying, and administering badges

Assist Tool Crib with getting packages picked up and delivered where they need to go

Support Plant Manager and Chief Manufacturing Officer with administrative needs (meetings and projects)

Other duties as assigned

Reports/Analyst Duties

Gather information and run Labor Reports daily and email to appropriate management

Product score card reports for supervisors and keep up with action items

Verify items that pertain to Plant Manager on payables report and notify Toni of any item’s mis-coded

SDS-print and save copies of SDS info of items used in the plant for HSO

Assist with reconciling OT forms vs reports

REQUIREMENTS and SKILLS:

A minimum of 3 years office assistant or receptionist in fast pace, large business.

Experience running phone systems and routing calls.

Proficiency in Microsoft Office Suite: Strong Word, PowerPoint, and Excel experience

Hands-on experience with office equipment

Professional attitude and appearance

Solid written and verbal communication skills

Ability to be resourceful and proactive when issues arise

Excellent organizational skills

Multitasking and time-management skills, with the ability to prioritize tasks

Customer service attitude

Ability to use a translator device to assist our very diverse work culture

Spanish or Vietnamese speaking skills a plus

High school degree; additional certification in Office Management is a plus

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This role will be working in a manufacturing environment. Ability to walk from one end of the plant to another, stand on feet for periods of time (employee events, meetings, talking to employees on the floor). Ability to sit for long periods of time. Ability to lift 40 lbs. The noise level in the office area is minimal. Ability to wear all required PPE out on the floor.