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Reports to: Head of Supply Chain Job Description Summary As an Administrative Assistant, you will be a central point of contact for our company. Duties include offering administrative support across the organization. You will welcome guests and greet people who visit the business. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls, and managing conference room space.To be successful, you should have a pleasant personality, as this is also a customer service role. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is a plus.Ultimately, the duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards.Essential FunctionsReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Maintain office security by following safety procedures and controlling access via the reception desk (Visitor sign-in log and issue visitor badges). Help manage badge system – create new badges as needed.
Schedule and coordinate all conference rooms.
Be a knowledgeable user of our indirect spend system (Coupa) to help troubleshoot issues identified by other users as they come up. Create purchase orders in Coupa and receive goods in as they arrive.
Process expense reports in Concur and ensure all items are within Unilever T&E policies.
Coordinate travel arrangements including flights, hotels, and transportation.
Direct visitors to the appropriate person
Answer, screen, and forward incoming phone calls
Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
Provide basic and accurate information in-person and via phone/email
Receive, sort, and distribute daily mail/deliveries
Perform other clerical receptionist duties such as filing, photocopying, and scanning.
Order, receive, stock, and distribute office supplies, janitorial supplies, and uniforms – keep a log of everything ordered and help manage inventory levels.
Provide Personal Protection Equipment to employees and visitors when entering the Manufacturing area.
Maintain the PPE supply cabinet with the necessary safety gear, ensuring it is stocked and neat.
Order department breakfast/lunches including set up and clean up.
Assist staff with special projects or assignments as needed.
Assist HR and Managers with onboarding new hires.
Organize office parties/events.
Greet and welcome guests as soon as they arrive at the office
CompetenciesProfessional attitude and appearance Solid written and verbal communication skills Ability to exercise discretion as appropriate Ability to be resourceful and proactive when issues arise Excellent organizational skills Multitasking and time-management skills, with the ability to prioritize tasks Customer service attitude Proficiency in Microsoft Office Suite Hands-on experience with office equipment (e.g. fax machines and printers)Supervisory Responsibility This position has no supervisory responsibilities.Work EnvironmentThis job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.Physical DemandsThis is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. Position Type and Expected Hours of Work This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 5 p.m. Travel Occasional travel between locations Required Education and Experience High school diplomaTwo or more years of administrative/receptionist experience.Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Unilever is an organization committed to diversity and inclusion to drive our business results and create a better future every day for our diverse employees, global consumers, partners, and communities. We believe a diverse workforce allows us to match our growth ambitions and drive inclusion across the business. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against on the basis of disability. For more information, please see Equal Employment Opportunity PostersEqual Opportunity/Affirmative Action Employer Minorities/Females/Protected Veterans/Persons with DisabilitiesEmployment is subject to verification of pre-screening tests, which may include drug screening, background check, credit check and DMV check.If you are an individual with a disability in need of assistance at any time during our recruitment process, please contact us at 1-855-239-5459 or [email protected] . Please note: These lines are reserved for individuals with disabilities in need of assistance and are not a means of inquiry about positions or application statuses.
Vacancy caducado!