Executive Administrator

Description

Carrier Process Equipment Group (CPEG) is a Louisville-based company with multiple businesses specializing in material handling and processing equipment. We are looking for the BEST employees in the industry to help us grow our business at Carrier Vibrating Equipment in Louisville. 

We are hiring an Executive Administrator with impeccable attention to detail and excellent problem-solving skills. You also demonstrate self-initiative and always go above and beyond for your teammates and customers.     

Schedule: Monday through Friday, 8 a.m. to 4:45 p.m. 

What you’ll do

• Prepare Carrier Vibrating Equipment (CVE) annual administrative budget obtaining price quotes from vendors.
• Coordinate CVE annual management meetings and sales representative training seminars.
• Compose, review, and update confidential documents, contracts, and excel spreadsheets for format and accuracy.
• Prepare and distribute to sales representative offices annual contract renewal letters and statistics. Compile, scan and electronically file signed returned contracts and documents.
• Process Carrier Vibrating Equipment, Heyl Patterson Thermal Processing (HPTP) and Kinergy Corporation customer New Equipment Order Acknowledgement letters for all sold equipment verifying details with project engineers and CFO. Process Carrier Vibrating Equipment Shanghai “INTERNAL” New Equipment Order Acknowledgement letters. Complete P.O. Processing for OA spreadsheet to monitor progress of Order Acknowledgement letters sent.
• Maintain and distribute the following: 

1. Monthly Dashboard correspondence.
2. Annual statistics for sales representative forecast letters and Agents Appreciation Gathering contest.
3. Compile sales by industry and territory statistics for 39-week reporting in July.
4. Assist with compiling quarterly CPEG Newsletter.
5. Carrier Telephone Directory, Carrier Sales Representative & Licensee Directory.
6. Emergency Action Plan.
7. Organization Charts.
8. PEMA quarterly reports.
9. NARA quarterly reports.
10. Vibes and Under 50 reports for sales representatives and project engineers.
11. Email customer new equipment and service surveys as required.
12. Quarterly service survey winner.
13. Employee parking space diagram.
14. Equipment Model Number list.
15. China travel report.
16. Service rates, rental agreements and Terms and Conditions for review by VP of Sales.
17. Assign sales representative numbers.
18. Annual Holiday Schedule.
19. Year end sales totals for sales by industry, project engineer, sales reps. (Fiscal year is 11/1 – 10/31).
20. Order annual calendars, distribute them to employees and post them in conference rooms.
21. Email employee family member obituary and order flower arrangements.
22. Post new employee announcements and employee promotion announcements.
23. Assist with annual changes to the CVE Emergency Action Plan, updating information and placing it in binders around the building.
24. Distribute emails and make intercom announcements when the fire alarm is tested, and maintenance is being done.
25. Annual donation programs.
26. Distribute emails from senior management and department managers as requested.
27. Retirees contact list – distribute newsletters/event invitations to retirees and collect responses.
28. Distribute updated CPEG company directories and update Apollo article.
29. Export Compliance Document.

• Monitor quantities and order office supplies through the purchasing department.
• Assist with shop employee travel reservations.
• Provide assistance to the Marketing department making travel arrangements and hotel reservations for annual marketing shows.
• Coordinate annual meeting space, meal, items needed for annual show meetings.
• Arrange and order department lunches when required.
• Order plaques (i.e. anniversary and award plaques) for employees and sales representatives.
• Create, update, and assist with department Apollo articles and manuals.
• Manage NECII telephone and voicemail system accounts for Carrier Vibrating Equipment, Carrier Process Equipment Group and Kinergy Corporation; assigning extensions, set up one touch keys, forward calls from internal extension to cellphones. Contact ISet telephone vendor in the event of power outage, problem with lines or additional lines required. Contact Bluewave for assistance with internet/phone service and updates.
• Submit confidential documents for Adobe electronic signature monitoring progress of recipients required signature, distribute and file electronic copies as needed.
• Negotiate contracts for local and long-distance telephone providers and services.
• Negotiate contracts for CVE and HPTP cellphone providers and manage accounts.
• Compile and ship documents domestically and internationally for Sales, Engineering and Administrative offices. Track shipments and notify senders when shipments are delivered.
• Set-up and maintain Sales Representative Contact segment of the CRM.
• Monitor expiration dates for corporate patents and pay fees as required.
• Maintain Concur/Altour travel program updating employee traveler platforms when information changes.
• Process applications for passports, visas and documents required for employee international travel.
• Assist employee travelers with domestic and international travel arrangements before and during travel through Concur/Altour platform.
• Monitor travel restrictions for domestic and international travel.
• Manage rental car account and Concur/Altour corporate travel agency account.
• Coordinate off site storage (UVS Storage) for archived drawings and files.
• Maintain the following accounts: Riverlink (Bridge toll between Kentucky and Indiana) | Verizon Cellphone (Carrier and Heyl Patterson Thermal Processing) | Asurion (Cellphone Insurance Carrier and Heyl Patterson Thermal Processing) | Bluegrass (FuseMail, Spam Filtering System) | Underground Vaults and Storage | United States Postal Service | Citrix Sharefile | Zip Express | Scott Mailing & Shipping Systems | Post Office Box | USPS | Total Vend – Vending Service
• Reconcile monthly credit card statement.
• Arrange employee luncheons for vendors providing lunch in our facility.
• Participate in the Personnel Committee planning employee events, facility lunches, and bereavement flower purchases.
• Generate and distribute REX costing updates to authorized personnel.
• Order business cards, nameplates, and office supplies for new employees through the purchasing department.
• Agents Appreciation Gathering (AAG) outings - provide statistical data updating weekly, make travel arrangements, reservations, arrange activities, and meals.
• Pick up drawings/files from Underground Vaults & Storage when required.
• Email customer new equipment and service surveys and distribute customer responses to corporate management, project engineers and sales representatives.
• Process subpoena requested confidential documentation.
• Arrange and order lunches for lab visitors and staff.
• Registered Notary Public.
• Coordinate with IT department for department changes and maintenance personnel for company events and office location changes.
• Assist with travel and meeting arrangements for annual sales shows (Powder and Bulk show, Cast Expo…).
• In the event of an environmental/natural disaster or pandemic emergency assist management getting information to employees and coordinating return of information from employees.
• Total Vend Market – Supplies, Kiosk Issues
• Special projects – Facility cleanup, document purge, etc. 

Requirements

• Bachelor's degree. Relative work experience will also be considered.
• Strong communication, organization, time management, and excellent problem solving skills are essential to this position.
• Individual must be detail oriented, a motivated self-starter and have the ability to multi-task to meet deadlines.

 Benefits

• Medical, Dental, and Vision Insurance. We provide a company contribution with Health Savings Account (HSA) participation.
• Life and Short-term/Long-term Disability Insurance, and more.
• Fun company events (e.g., Holiday World, Louisville Zoo, Luncheons). 
• A generous amount of paid time off.
• Employee Referral Program.
• Employee Health and Financial Wellness activities.
• Employee Assistance Program. It provides legal and financial consultations, counseling, and work-life services like childcare, eldercare, and health advocacy. 
• Estate Planning and Travel Services.
• Educational Assistance.
• Endless coffee.
• Bonus possibilities.
• Career advancement and professional development. Carrier Vibrating Equipment is 100% employee-owned and led by a dynamic executive team of talented individuals who have risen through the management structure. 
• 401(k) Plan with a loan feature.
• Cash Balance Pension Plan. Carrier contributes to your retirement savings plan. That coupled with a guaranteed 4% rate of return means you get a consistent contribution every year.
• Employee Stock Ownership Plan (ESOP). Typically, employers will do a 401K company match for retirement at 3-4%. We provide the ESOP retirement plan instead because it historically provides a benefit of up to 25% of your compensation.

About Carrier Vibrating Equipment: Throughout its history, Carrier Vibrating Equipment, Inc., a division of Carrier Process Equipment Group, Inc., has developed processing equipment to meet the unique needs of a broad range of industries, including chemicals, synthetics, foundry, glass, food, dairy, pharmaceuticals, explosives, wood, coal, metals, scrap, and recycling. Learn more at www.carriervibrating.com. 

About CPEG: CPEG offers customers a comprehensive line of bulk material handling equipment and processing equipment. CPEG companies include Carrier Vibrating Equipment, S. Howes, Sly, and Heyl Patterson Thermal Processing. All companies are 100% employee-owned and are proud to offer high quality equipment and superior customer service. Learn more at www.cpeg.com.