Administrative Assistant

Job Description

Job Description

PRIMARY PURPOSE OF POSITION

To properly portray Chase Plastic Services' professional image (courteous, poised, professional, and friendly) either by phone or in person with customers, suppliers, internal staff, and all other visitors. Demonstrates strong interpersonal communication skills and effective decision-making capability when handling the reception desk and all other administrative responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Predictable and dependable attendance is mandatory to cover the main switchboard and greet visitors promptly at 8am.
• Greet guests in a professional, friendly manner and direct them to the reception area and notify the appropriate party that their guest has arrived. Offer them water and coffee as they wait.
• Professionally answer all incoming calls in a courteous and personable manner and transfer them accordingly with pertinent information.
• Mail - Retrieve, open, and distribute daily incoming mail. Post daily outgoing mail and take it to the mailbox. Prepare and mail field sales mail every Thursday in time to be posted that day. 
• Prepare UPS and FedEx Shipments and overnight packages as needed. Ship samples and process pick tickets accordingly.
• Maintain an accurate Phone Directory and distribute as necessary, including posting to SharePoint. Maintain office schematics.
• Inventory and prepare all supply orders, including coffee, office, kitchen, and building supplies. Put away supplies as they are received in an orderly fashion. Check inventory levels at coffee stations and storage areas and restock weekly or as needed.
• Schedule travel arrangements for sellers and interviewees as needed.
• Manage conference room and company vehicle schedules, coordinate meeting room setup, and arrange catering, beverage, and coffee service for meetings and events.
• Maintain visitor badges check-in/out process and work with IT to order additional badges as necessary.
• Purchase and delivery arrangement of funeral flowers or memorial donations.
• Prepare and distribute birthday and anniversary cards and gifts to the responsible manager in a timely manner. Maintain the birthday and anniversary list and distribution dates.
• Prepare welcome cards for new employees, collect signatures, and mail in a timely manner. Prepare welcome gifts, clean/restock desk for new employees, and schedule/take headshot photos. May also create training binders and literature boxes for new employees.
• Participate in event planning meetings and execution of scheduled internal events. Set up conference room, kitchen, outdoor space, etc., for internal employee events. Create event information slides for lean monitors and send reminders/calendar entries prior to events. Take photos of events to share internally and/or on social media. Create and maintain an Events Calendar.
• Purchase supplies and order catering as needed for internal events.
• Create and publish a quarterly internal company newsletter to communicate company updates, spotlight features, employee news, and organizational initiatives.
• Maintain a clean and organized front desk workspace, lobby, mailroom, and common areas.
• Update work instructions in the Receptionist OneNote® as procedures are changed or added.
• Arrange for front desk coverage for lunches and prior to taking PTO.
• Miscellaneous clerical duties and special projects as assigned by the HR Manager, members of the Executive Staff, Marketing and Sales Productivity Managers, and Events/Trade Show Coordinator.