Receptionist - Administrative Assistant

Job Type

Full-time

Description

SW North America's Administrative Assistant is responsible for maintaining a positive office environment and acting as the main point of contact for the Company. The Administrative Assistant has the primary responsibility for handing the Company's inbound phone calls, maintaining a clean and welcoming office space, and supporting the office team.

The Administrative Assistant performs a variety of duties, including, but not limited to, the following:

• Scheduling and coordinating domestic and international travel arrangements
• Receiving, sorting and distributing daily mail/deliveries
• Answering incoming calls and monitoring the Company's voicemail
• Greeting visitors and guests to the building and informing the appropriate staff of their arrival
• Ensuring front desk, kitchen and lobby area is tidy and presentable
• Update and schedule conference rooms and meetings
• Ordering office supplies, keeping inventory of stock
• Support Apprentice Trainer during the Recruiting Process of Apprentices
• Support Marketing and Sales with Lead management in the CRM
• Solving problems, as they arise, by using available knowledge and resources
• Communicating and upholding the Company's commitment to Integrity and Code of Ethics, as well as ensuring the same for the entire team
• Actively supports internal and external training with customers and employees
• Schedules outreach to customers (and respective sales team members when required) to determine customer training needs.
• Coordinate customer training dates with trainer availability.
• Prepare training materials including customer training handbooks, notebooks, SWAG, etc.
• In case of off-site training, mail materials to customer in advance of scheduled time.
• Facilitate trainer logistics as needed.
• All other duties as assigned, update concur with hotels/update contracts, weekly expense approvals in Concur, finalize Concur expense reports for payroll processing, orders lunches for customers & internal training, prepares conference room for visitors, Christmas and birthday cards, distributes employees uniforms.

Requirements

Qualifications & Abilities

• Associates degree, preferred but not required.
• Detail oriented with the ability to multi-task
• Professional speaking voice over the phone and in person
• Pleasant and friendly demeanor
• Experience scheduling and coordinating travel
• Computer proficiency
• Excellent communication and organizational skills
• Ability to read, write, and speak English
• German speaking ability preferred, but not required

Work Environment & Physical Requirements

•Works in office setting on a regular basis

•Requires ability to sit or stand for an extended period of time

Classification & Compensation

•The position is full-time, hourly, and non-exempt (from FLSA overtime requirements)

•This position is Monday through Friday, 8:00 AM to 5:00 PM

•The compensation will depend on experience, skills, abilities, and length of service with the Company