Administrative Assistant

Are you a friendly, optimistic person who prefers harmony and lack of conflict in the workplace? Are you an energetic person, that moves at a fast pace and communicates information to others in great detail? Do you enjoy coordinating events? Are you naturally persuasive and comfortable chit-chatting when meeting new people? Are you obsessed with things being tidy, correct and put in the right place? Do you hate being wrong but also avoid rocking the boat? Do you need consensus from others prior to committing to a decision?

If this sounds like you, then we need to talk…

Frazer, a leading builder of emergency medical vehicles, is currently seeking an Administrative Assistant to join our team. The Administrative Assistant at Frazer reports to the Human Resources Director, and is responsible for providing a welcoming, eager to please, professional and accurate service to customers, both internal and external, through personal contact or by phone.

What Does a Week in the Life of the Administrative Assistant Look Like?

• Come to work on time and clock in the system at 6:45am every day. Adhere to company standards for dress requirements for this position and maintain a professional appearance.
• Front lobby, including reception desk: Keep this area neat and orderly. Wipe down countertops and equipment. Pick up trash and other items left by visitors.
• Kitchen: keep counters, appliances, and tables clean by wiping down as needed and per any established schedule. Make coffee first thing in the mornings and throughout the day as needed. Stock kitchen supplies (forks, spoons, coffee, filters, etc.). Empty refrigerator and discard expired items weekly. Maintain clean dishes by loading/unloading the dishwasher every morning and evening.
• Conference rooms: Keep table and room neat and orderly at all times.
• Turn on company monitors first thing every morning and turn them off upon shift end. Update the welcome screens for the day based on incoming visitors.
• Charge computers that will be used in interviews daily and prepare them for usage as needed (disinfect them after each use).
• At 7:00 AM, start answering multi-line phone system and route calls to the appropriate person, taking messages, and screening phone calls per established instructions.
• Check dialpad voicemails daily and forward to the appropriate department/employee. Log any employee call-in voicemails. Enter Absent/Tardy employees into the call-in log as employees call in, and notify respective managers/supervisors.
• Assist the HR department with recruiting by moving candidates through hiring stages as instructed every day, checking for CI survey completion, reaching out to candidates by phone and by email for completion of CI surveys, and creating job ads from job descriptions.
• Greet incoming interview candidates and alert hiring managers via Google chat when candidates arrive. Administer and grade candidate’s initial assessments, and upload to google drive and calendar invites for manager access. Alert the hiring managers when candidates are ready to join interviews. Set up and disconnect the technology for interviews. Disinfect technology after each use.
• Assist the HR department with new employee processing by taking their company portraits and uploading in UKG (HRIS system), preparing personnel file labels, updating company org charts with new employees, and scheduling calendar reminders for managers to complete new hire 60-day reviews.
• Assists HR with new hire benefits by scheduling Colonial Life meetings and preparing benefit packets for newly eligible employees each month as instructed by HR (print from templates and store for future use). There should be a minimum of 6 packets available at all times.
• Assist customers, employees and vendors and other visitors with inquiries by providing basic and accurate information in person and over the phone.
• Maintain office security by following established procedures for checking-in visitors and controlling access via the reception desk (visitor sign-in, issue badges and PPE, etc.).
• Maintain the inventory levels of office supplies, and order supplies as needed and approved by the HR Director. Clean the supply closet on a regular basis and assist the HR department with the shirt closet as needed.
• Assists various departments with miscellaneous administrative duties including, but not limited to filing, copying, transcribing, faxing, emailing, data entry, mail preparation, monthly slide presentation updates, and creating calendar events.
• Receive and record receipt of checks from customers/dealers and sales packets. Inform appropriate departments of the need to pick up items from the front desk.
• Sort and distribute incoming mail, faxes, letters, memoranda, or other material; copying and collating; and other routing duties. Alert employees of mail waiting for their pick up at the front desk.
• Administer keys transfer from employees (Buick, Pickup and Flatbed). Make sure employees check keys out and return them to the office promptly. Alert supervisor if keys are missing or not returned timely.
• Drafts weekly personnel updates newsletter. Finalizes newsletter with HR approval and sends out to company employees.
• Utilizing word processing and spreadsheet software, prepare documents from hard copy or recorded formats, and assists senior management in the preparation of regularly scheduled or special reports. May organize information using spreadsheets, databases or word processing software.
• Perform clerical and general office duties of a responsible and confidential nature.
• Monitor the status of all company related permits and licenses and process renewals in a timely manner.
• Clean/disinfect the front desk, computer, mouse and phone every day before leaving the office.

What's it like to be a part of the Frazer Family?

Frazer is a fast-paced company that is creating some of the most innovative vehicles in the world. You'll find a unique team of individuals who continue to push the boundaries of what is possible in the Healthcare and EMS space. A diverse team, a great culture, and a positive work environment are just some of the things that make working at Frazer so rewarding.

What Kind of Employees Thrive at Frazer?

Frazer is a company with a diverse group of employees from all over the world. Frazer welcomes employees with all types of backgrounds, cultural and socio-economic backgrounds. If you are hard working, honest and drug-free, you will love working at Frazer.

Safety & Drug Policy

Employee health and safety is a priority here at Frazer. We're committed to providing a safe, secure and productive environment for our Frazer family. To help with this, we perform thorough background checks during the hiring process for all candidates. Convictions will not disqualify you from employment at Frazer, but failure to tell us about it up front will. Also, Frazer has a zero tolerance drug use policy and you must pass a pre-employment drug screen. If you can’t pass it, we’re not the place for you.

A True Culture

Frazer is a company that relies on its core values and the drive of its people. With a focus on longevity and employee success, Frazer welcomes its employees to push the envelope and drive improvement across all aspects of the company. At Frazer, you can unleash your potential!

Employee Driven Benefits

At Frazer, we take pride in listening to what our employees want in benefits. We've come up with a unique set of employee benefits and designed them around our culture.

• Weekly paycheck, so you can shop every Friday!
• Health Care Insurance
• Dental Benefit options
• 401k plan with a company match!
• Disability Insurance
• Paid Time Off that begins accruing your first day of employment
• Ten paid company holidays and ability to take time off during company shut down from Christmas to New Year’s Day!
• The “Company Kitchen” on site for lunch and snack choices
• Flexible Work Schedules
• Professional development and skills training
• Free Life Skills Training such as financial wellness classes

How Performance is Evaluated

Communication and collaboration are key at Frazer and we encourage an environment filled with positive feedback and constructive criticism, to unleash your potential for real professional growth! We use things like self-evaluations, group reviews, and quarterly check-ins to help define a clear path to success. You will also have an opportunity to give feedback to peers to help them to grow in their roles as well.

Required Education and Experience:

• High school diploma or GED is required.
• At least one year of previous administrative experience.
• Bilingual in Spanish (oral and written with ability to translate documents) is preferred, but not required.
• Pleasant demeanor over the phone.
• Solid word processing, spreadsheet use and graphic skills.
• Good organization and ability to multitask.

Skills (to Pay the Bills)

Here's a list of a few competencies that the Administrative Assistant at Frazer should have…

• Attention to detail
• Friendly demeanor
• Speedy response to requests
• Very punctual and on time at all times
• Good follow through with assigned tasks
• Good communication skills

Software Knowledge

Also, here are a few software packages that the Administrative Assistantwould eventually need to be versed in. Don’t worry...we expect some on-the-job training.

• Google G-Suite (Gmail, Documents, Drive, Spreadsheets, etc.)
• UKG (HRIS)
• Mac OS (proficiency test to be administered on-site)

Oh, and $alary

Of course, we didn't forget the salary… Frazer offers competitive pay and this role will start with a salary between $17.50 - $28.00 per hour depending on education, certifications, and experience.

Work Schedule

The Administrative Assistant will work Monday - Thursday 6:45 AM - 4:30 PM & Friday 6:45 AM - 11 AM. Late afternoon/evening/weekend hours may be required as needed. Work schedules may change to accommodate production needs.

Application Process

If this sounds like a great opportunity to you, visit our website to complete the following steps:

• Online application
• Resume and optional cover letter
• Culture Index Survey - as part of our process, please take this short survey (5-12 minutes to complete) on a computer, tablet, or laptop NOT a smart phone. It does not always function properly on smart phones and is difficult to see. Also, please take the survey in your native/first language (there are multiple choices besides English in the drop down menu if needed).

Culture Index Survey Link

Thanks again for your interest in Frazer. Should your skills and qualifications meet those of the position, we will contact you further. Please check your email for further application status updates.

We look forward to hearing from you!