What are the responsibilities and job description for the Administrative Assistant position at IQS, Inc.?
The Administrative Assistant/Front Desk ensures visitors at the ZEISS location experience a superb level of hospitality, thereby supporting our mission to be the premier supplier of metrology products and services. Provides administrative and infrastructure services and enables customer-facing personnel (Sales, Service, Applications) to perform at maximum efficiency and productivity.
This position is the start of the customer experience and will be one of our customers' first points of contact-the face and voice that launches our relationships and maintains a positive and enthusiastic connection with our existing and future customers. This individual works closely together with the ZEISS team to create a positive experience for each person who enters and visits our facilities.
Primary Duties and Responsibilities
- Responsible for greeting and welcoming all visitors: Ensure customers and vendors sign in at the front desk and advise company policy (e.g.: safety, security, restrooms etc.).
- Represent ZEISS in a professional manner on the phone, through e-mail, and in-person interfacing effectively with guests and others at all levels throughout the organization.
- Coordinates the reception area: when not at the front desk post cell phone number for visitors to contact. Notify host when visitor(s) arrives.
- Update facility calendar/s to ensure events, meetings, and other gatherings are tracked and do not overlap.
- Ensure compliance of Security, Safety, and Corporate Policy with visitors.
- Responsible for training, temp and visitor badges checked out at the front desk.
- New Hire Badges - Takes picture and prints badge. Assure the badge printer and software is operational to meet needs. Cross train one to two backups to print badge.
- Maintains a 5S program for the lobbies/entries, customer visible venues, & identified meeting rooms
- In liaison with the Visitor Experience and Site Manager and Executive Assistants, support site preparation and organizing catering when necessary.
- Responsible for the facilities cleanliness by instructing the janitorial service. Provide weekly feedback on execution to the contract.
- Print off Facility SharePoint Janitorial Sheet daily and assign appropriate tasks to the janitorial service.
- Responsible for select facility inventory including Coffee and Janitorial, Snacks, Sodas/Juices (occasional larger meetings) and Office Supplies (paper, pens, batteries, fill printer stations).
- Provide basic administrative support focusing on the following:
- Fiori (PO requests for vendors) for services requested by the Visitor Experience team.
- Be informed on support tools and processes which can be recommended to colleagues to help them with the request. For example, where to locate shipping forms, company. insurance information, facility requests, company documents, and purchase requisitions.
- Assist the Marketing Team with light AV/AVI items (e.g.: monitors, welcoming, customer/media content, meeting agendas, brochures, signs, and other media related information.)
- Assist with ZEISS giveaway bags for customers and monitor giveaway stock items in Wixom.
- Other administrative duties as needed or directed.
- Assist with Events Committee or Facilities in community event programs.
Ensures packaging for supplies used in common areas, i.e. breakrooms, meeting rooms, coffee niches, etc. is biodegradable or recyclable.
In coordination with the Facility Manager's and Sustainability team, proposes and implements strategies to address site specific environmental concerns including energy use, conservation, reduction of pollution, recycling, and general education on sustainability.
Experience and Education Requirements:
- Minimum of 3-5 years related experience
- Business, Hospitality or Event management certificate a plus
- Excellent verbal and written communications skills
- Experience with MS Office knowledge, including MS Word, Excel, PowerPoint, Outlook
- Ability to work under pressure and maintain composure in a rapidly changing environment.
- Handle time constraints while multi-tasking
- Detail and team oriented
- Willingness to take initiative, prioritize assignments, and work through interruptions with minimal supervision.
- Outstanding organizational and time management skills
- Superior administrative and proofreading skills
- Works independently and within a team on special nonrecurring and ongoing department projects.
- Ability to make decisions and handle difficult and confidential issues
- Proactive in resolving problems
- Discretion and confidentiality
- Effectively responds to questions/problems and follows up to ensure necessary action has been taken.
- Flexible and willing to collaborate with other team members.
Your ZEISS Recruiting Team:
Tracy Hollstadt
