Administrative Assistant

Authority, Scope and Basic Function

The Front Office Coordinator is responsible for general clerical duties including answering and forwarding incoming phone calls, greeting clients, vendors and visitors and performing assigned administrative duties and work assignments for the Production department.The incumbent must possess a professional demeanor and exceptional customer service skills coupled with the ability to effectively communicate with internal and external clients.

Essential Duties and Principal Responsibilities

• Answer multi-line phone system, connect calls to appropriate Novum staff and distribute voicemails from calls received after business hours.
• Greet clients or guests and facilitate their initial first impression of Novum.
• Receive, sort and distribute mail to Novum staff.
• Coordinate travel for Novum staff and update travel calendar.
• Coordinate projects released to the Production department.
• Organize, per the project schedule release, the approved Fabrication Drawings to the Production and Quality Assurance departments and ensure that these departments receive all applicable changes and/or revisions and that the obsolete drawing/documentation is removed from all areas of production and disposed of accordingly.
• Receive, gather, distribute all project information including changes and revisions and ensure that all the information received for each project is completed, accurate and documented in D365.
• As requested, assist the Purchasing Manager and Buyer Hardware & Accessories with purchasing hardware for released projects. Complete assigned projects by the Purchasing Manager.
• Work in concert and assist the Fabrication & Logistics Manager with coordinating and updating receiving calendar with NSC/NSG/NUK and domestic purchase order information.
• Ensure the completion and organization of all required production paperwork, records and files.Warrant the integrity of the data inputted into D365 daily.
• Scan receipt paperwork into purchase order document handling in D365 for Warehouse and Production shipping.
• Scan load plans approved by shipping personnel into the 1111 folder for corresponding project.
• Update documents and correspondence within D365 as directed.
• Purchase requested and required office supplies for NUS offices. Manage the cleanliness and organization of the office supplies in the supply/copy room.
• Maintain Conference Room #1 daily keep refrigerator stocked with beverages, verify the TV is turned off, push the chairs in around the conference table, etc.
• Utilize FedEx, UPS, and the U.S. Postal service to prepare and send outgoing mailings and packages.
• Process and assign COI (certificate of insurance) for imports.
• Complete projects and assignments needed for Novum staff and management.
• Manage and order supplies for UPS, Cannon, Stamps.com, Amazon and Vending/Coffee Machines. Strive to put all ordered supplies away daily.
• Fills in and assists with whatever other duties, as called upon and/or as needed.

Qualifications / Requirements

• Minimum of 2 years of increasingly responsible administrative experience in a construction or engineering-related office or working environment.
• Demonstrated proficiency and working knowledge of MS Excel, Word, Power Point and Outlook. Microsoft D365 a plus.
• Possess a professional demeanor and have the wherewithal to quickly establish trust and accountability with Novum staff and management.
• Ability to maintain a high degree of confidentiality with the utmost trust and professionalism.
• Results-oriented with a strong work ethic and high initiative.
• Strong written and oral communication skills; must be able to interact within all levels of Novum.
• Aptitude to manage multiple and competing priorities in an effective and flexible manner.
• Ability to complete projects both independently and as part of a team.
• Strong organizational skills and high attention to detail and accuracy.
• Must be able to absorb new processes, business changes and software applications quickly.

EOE, including disability/veteran