Receptionist/Office Administrator

POSITION PURPOSE
The Receptionist provides office administration support to the Milford Plant team. Primary scope of the role is front facing contact for vendors, representatives, and employees through phone and face to face interaction. Core activities include working closely with the Plant Manager and Marketing to coordinate key customer visits and special events. Through coordination with the Sr. Human Resources Business Partner, project support can include partnering with Supply Chain, Purchasing, Operations, Quality and EHS to meet plant objectives. Additionally, the Receptionist provides HR support for non-confidential areas.
PRINCIPAL ACCOUNTABILITIES

• Owns personal and team safety. Observes all safety rules and uses the proper safety equipment at all times.
• Continually evaluate and develop new ways to improve the position
• Track and ensure vendor insurance certificates and liability waivers remain up to date
• Manage the front desk and service window traffic. Answer and direct phone calls
• Coordinate with Marketing on customer and VIP visits to Milford
• Book conference rooms and arrange meetings for staff as requested, inclusive of ordering meals
• Coordinate document destruction schedule with all functional groups to meet Amsted requirements
• Oversee employee uniform program including initiating new accounts and resolving invoicing errors
• Update assigned Office Support metrics
• Manage monthly employee birthday cards and service awards programs
• Manage relationship with water vendor, track inventory levels around the plant, and coordinate deliveries
• Organize and coordinate plant wide employee recognition or family day events
• Provide general support to visitors
• Create presentations to support both Customer and Employee communications on digital signage and plant bulletin boards
• Manage Bravo card submissions. Tracks and generates reports
• Code and process A/P invoices. Research discrepancies with vendors.
• Manage office supplies. Strive to reduce inventory, usage levels, and seek lowest cost alternatives
• Support Production Control, Purchasing, HR and EHS teams by flexing as needed
• Coordinate the maintenance and repairs to office equipment

NATURE & SCOPE
Reporting to the Sr. Human Resources Business Partner, the Receptionist provides general office administration to the Milford Plant team. Primary scope of the role is front facing contact for both front desk reception activities and plant support functions. Role interfaces with the Plant Manager for various project support and coordinates with stakeholders in Jessup and Madera as needed.
KNOWLEDGE & SKILLS

• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Competent in vouchering and accounts payables procedures including auditing and error analysis of invoices
• Strong organizational and planning skills including the ability to coordinate impactful customer events
• Strong collaboration skills with proven ability to build and maintain partnerships and solid working relationships with management and employees
• Customer focus with demonstrated professionalism and strong influencing skills
• Strong organizational skills with a bias toward action. The ability to operate successfully in a fast-paced environment, embrace change and balance competing priorities
• Effective oral communication skills including telephone skills, contributing to teams, as well as one on one interactions with stake holders and employees
• Effective written communication skills including the ability to produce professional documents, emails, and presentations that are concise, persuasive, and informative
• Strong Microsoft Office skills including charting, graphing, and analysis functions in Excel, advanced level user of Word to create documentation, procedures and shared resources, and the generation of compelling communications in PowerPoint
• Two plus years of experience in professional office environment.
• Ability to work independently and use discretion with confidential information
• Commitment to precision and accuracy. Ability to identify errors and use analytical skills to problem solve

WORKING CONDITIONS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. The position is predominantly an office function and has exposures consistent with an office role with extended periods seated, standing, walking, and entering information on a computer. While performing this job, the employee is regularly required to stand and walk up to 25% of the time. This position requires occasional lifting up to 30 pounds and travel up to 10% of the time. Responsibilities of the job require periodic interaction with the production floor. Exposures include elevated noise levels associated with a manufacturing environment, fluctuations in temperature ambient conditions as well as intermittent exposure to the weather in and about the yard and dock areas. The job is a Monday through Friday daytime role, however availability is expected for infrequent weekend or evening times to support plant needs.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)