Administrative Assistant

Front Desk Administrative Assistant

The primary responsibility of the Front Desk Administrative Assistant is to greet and assist visitors, and Barry-Wehmiller (BW) team members in person and via the switchboard. This team member answers and routes incoming calls and is the first point of contact for all visitors and provides general office support through a variety of routine clerical and administrative duties. The Front Desk Administrative Assistant interacts with BW team members, and visitors through these professional interactions and their work ethic they exemplify Barry-Wehmiller's values and culture.

Principal Duties and Responsibilities (Essential Functions):

• Answer all incoming calls and serve as a central point of contact for team members, visitors, customers, vendors, and guests.
• Greet and direct visitors and new team members, respond to inquiries in a professional and timely manner, and notify BW team members of onsite visitors.
• Assist visitors and guests with general Barry-Wehmiller questions, transportation arrangements, and other hospitality needs.
• Maintain reception area, cafs, and common areas by ensuring spaces are clean, organized, and fully stocked to provide a welcoming environment for team members and visitors.
• Coordinate guest offices and visitor spaces for outside and visiting team members and guests.
• Coordinate scheduling and upkeep of conference rooms and shared spaces to ensure readiness for meetings and events.
• Coordinate catering and meeting logistics for internal and client meetings, leadership meetings, special events, and interviews.
• Assist with Barry-Wehmiller and client events, including event logistics, shared space coordination, and hospitality support.
• Act as a liaison between BW team members, Property Management, and vendors by coordinating building maintenance requests, submitting service tickets, and supporting day-to-day facility operations.
• Manage incoming and outgoing mail, package distribution, courier services, and deliveries for the location.
• Direct delivery services, including UPS, FedEx, and Amazon, to appropriate drop-off locations and notify team members of deliveries and catering orders.
• Maintain relationships with vendors and coordinate breakroom supply orders and other office operational needs.
• Serve as a backup administrator for the building security system and KACE system, including submitting KACE tickets related to operational needs.
• Manage digital communications by maintaining content for multiple buildings and teams and coordinating the distribution of monthly campus communications.
• Support Campus Services and employee engagement initiatives through coordination of special events, communications, administrative programs, and workplace activities.
• Support the Future Leadership Program through administrative coordination and logistical assistance.
• Provide administrative and logistical support for leadership meetings, interview coordination, and special projects as needed.
• Provide support to other team admins and team members with general administrative tasks.
• Contribute to the events team and other cross-functional initiatives where applicable.
• Support workplace safety initiatives by serving as a designated Safety Leader.

Job Specifications:

• Professional attitude and ability to provide excellent customer service to all aspects of visitors.
• Self-starter and willing to take initiative.
• Interpersonal skills to create a pleasant experience for all team members and visitors.
• General knowledge of computers, including Microsoft Office that includes, Outlook, Word, Excel, Teams, etc.
• Experience responding to a variety of requests and juggling multiple questions at one time.
• Excellent attention to detail with the ability to work efficiently under tight deadlines.
• Must have strong communication skills, a positive attitude and ability to work in a team and/or independent environment.
• Ability to work independently on projects as a member of a cross-functional team.

Required Education and Experience:

• High School diploma or GED
• At least three to five (3-5) years of experience in general office support or service experience

Supervisory/Responsibility:

• Individual contributor w/no direct reports.

Work Environment:

This is an in-office position

Position Type:

This is a regular, full-time position with frequent overtime. Must be able, available and willing to work, in office, more than 40 hours per week, including scheduled and unscheduled overtime.

Travel:

No travel is expected for this position

Physical Demands:

The physical demands described here are representative of the those performed in the job duties. The employee primarily sits at a desk and uses a computer for prolonged periods of time. Performing the role frequently uses close vision, speech, hearing, and dexterity to operate office equipment. The employee must occasionally lift and/or move up to 15 pounds.

Disclaimer:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It's not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this job. This job description is subject to change at any time.

Barry-Wehmiller is an equal opportunity employer. M/F/D/V This organization uses E-Verify.Applicants may be subject to pre-employment screening which may include drug screening, reference checks, employment verifications, background screening and/or skills assessments.