Administrative Assistant
About the OrganizationAt Chase Plastics, we're real people providing real solutions. It's something we've been doing since 1992, when Kevin and Carole Chase independently set out with nothing more than $2,500 in their pocket and a Detroit-bred work ethic. Their goal then - and now - was to do what big distributors would not: provide quality specialty, engineering and commodity thermoplastics for small- to medium-sized applications - and back it up with outrageous customer service.
Today, customer service is more than a value, it's instilled in our DNA, and it's inherent in everything we do. Just like the day we started, we're committed to providing you:
Real solutions that aren't delayed by red tape or inaction
A partnership based on a genuine understanding of your business and your goals
The tools and resources to help you succeed and thrive
EOE StatementWe are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.
LocationClarkston Office
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.
Position Requirements
QUALIFICATIONS/KNOWLEDGE / TRAINING / SKILL and/or ABILITY
To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently to meet the needs of the business. The following requirements are representative of minimum levels of the knowledge, training, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Possess excellent communications skills and must be customer service driven. High school diploma or GED equivalent is required. One year experience in customer service and/or as a receptionist is preferred. Individual must always practice exceptional phone etiquette and communication skills in their daily work routine and maintain a professional and positive demeanor at all times. Proficient in the use of all Microsoft® Office software: Word, Excel, Outlook, PowerPoint and Access. Strong organizational skills and the ability to multi-task required. The ability to assume responsibility for projects, exercise initiative and judgment, then implement actions with minimum supervision. The ability to speak and communicate well with fellow employees and customers via written or verbal communications.
PHYSICAL REQUIREMENTS
Individuals may need to sit or stand as needed. Finger and wrist dexterity with repetitive motion also required. For the most part, working conditions will be in ambient room temperatures, and lighting and traditional office equipment provided as found in a typical office environment.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor.
This document does not create an employment contract, implied or otherwise, other than an "at-will" employment relationship.
Full-Time/Part-TimeFull-Time
Exempt/Non-ExemptNon-Exempt
This position is currently accepting applications.
