Administrative Assistant

Job Description

As the Administrative Assistant you will be the first face of Treatt, whether in person or over the telephone. You will play a vital role in greeting new employees, UK colleagues, customers, suppliers, and other visitors with a professional, positive, and helpful attitude. You will also help with new employee onboarding and assist with a variety of administrative tasks as required.

DUTIES & RESPONSIBILITIES

· Answering switchboard, transferring calls and / or taking messages as appropriate.

· Signing in visitors/contractors and ensuring paperwork (H&S Forms) are correctly filled in, issue PPE if required and contact the relevant host to let them know the visitor/contractor/driver is on site.

· Issuing Tensor cards and maintaining the Tensor system, including maintaining a log of temporary Tensor cards for staff.

· Maintaining stock of PPE for reception / sorting used PPE when returned and wash safety specs for re-use.

· Preparing meeting rooms for visitors, with PPE, drinks and food as required and clearing the meeting rooms after visitors leave.

· Receiving incoming post, sorting, and distributing, if any post is marked urgent for homeworkers, email and scan if required.

· Sending incoming samples to the sample office.

· Stamping and mailing outgoing post.

· Managing, monitoring, and distributing kitchen provisions and guest visit provisions.

· Stock, inventory, and order stationery and other office supplies as well as keeping the supply cabinets neat and labelled.

· Assist Sales, Procurement and Innovations with organizing Customer and Supplier meetings in the office – book meeting rooms, request required personnel, and set up refreshments, etc.

· Book hotel rooms and airport transfers for visitors from the UK and return confirmations in a timely manner.

· Maintain the pool car bookings.

· Keep reception area tidy and ensure it is stocked with sanitizer, wipe down touch points throughout the day.

· Assist staff with maintenance and cleaning issues by passing on messages to the cleaner or facilities management.

· Order, log, and inventory uniforms.

· Perform such other tasks as are consistent with the General Description which may be subject to change from time to time.

· Help to foster and promote both an employee health & safety and food safety culture.

· Act in the best interest of Treatt at all times.

EDUCATION & TRAINING

· High School Diploma or GED

· A minimum of 12 months working in a customer facing role

KNOWLEDGE & EXPERIENCE

· Strong organizational skills with the ability to take initiative, be proactive, manage changing priorities and work independently

· Great interpersonal and relationship skills

· An ownership mentality with the aptitude to work independently as required

· You will have excellent communication skills, spoken and written

· Build good working relationships with work colleagues and our customers

· Excellent attention to detail, friendly and helpful nature

· Proven ability to priorities workloads and meet tight deadlines

· Proven ability to work on own initiative

· Strong PC Literacy including Word & Excel

· Curiosity, drive and determination to make continuous improvements

Ability to communicate complex issues effectively and efficiently both verbally and in writing across all levels within the business

SKILLS & ABILITIES

· Organization skills: An ownership mentality with the aptitude to work independently as required. You will hold the capability to organize and prioritize with a strong eye for detail and the ability to work under pressure to strict deadlines.

· Communication skills: Exceptional ability to communicate complex issues in clear, concise, persuasive language both verbally and in writing. It is important to be able to speak, listen, and write well as well as hold presentations, facilitate meetings and trainings, and create reports.

· People skills/relationship building: Team-working skills with great interpersonal and relationship skills with the ability to build effective working relationships with peers, key stakeholders at varying levels of seniority, and adopt a collaborative approach.

· Integrity: You will be trustworthy, hold confidence and resilience when faced against tough situations.

· IT skills: Advance level of Microsoft Office and business systems and a familiarity with commercial software.

WORKING CONDITIONS

Environment:

General business office environment located in a manufacturing facility. Time will be spent in both the office, shipping/receiving office and in the production areas when needed.

Physical Factors:

Seeing, Hearing, Standing/Walking, Climbing/Stooping/Kneeling, Lifting/Pulling/Pushing, and Grasping/Feeling

Travel:

No

What we’ll do for you

Excellent package which includes basic pay, annual bonus potential, a maximum of 6% employer matching pension; group health, dental and vision insurances; company-paid short-term disability, company-paid long-term disability, company-paid life insurance; and free stock. We also offer courses around personal development and well-being programs, including free gym memberships.

Polite Notice

We politely request that we are not contacted by any recruitment agencies. We have a preferred supplier list and high volumes of speculative calls from agencies negatively impact the efficiency of our business. Please help us to maintain the highest levels of customer service by respecting our wishes.

M/F/D/V EOE DFWP SO

Job Type: Full-time

Benefits:

• 401(k) matching
• Health insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Supplemental Pay:

• Bonus pay

Ability to commute/relocate:

• Lakeland, FL 33805: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 2 years (Preferred)

Work Location: One location