Receptionist/Project Support Specialist

Location
Alexandria, MN
Salary
Join our team!
Posted
Sep 04, 2020
Job Type
Long-Term
Hours
Full Time
The Receptionist/Project Support Specialist will be the first point of contact for the Alexandria site visitors and callers. This position will represent the company in a courteous and professional manner at all times. Responsibilities are vast and include maintaining telecommunications systems and security, mail support, managing inventory, and event and resource planning and preparation. The Receptionist/Project Support Specialist will also provide administrative support, project coordination support, and will serve as a resource to teams and departments as directed by the Training & Continuous Improvement Manager. This position requires a strong ability to prioritize, multi-task, and pay close attention to detail. This position also requires a self-starter with strong initiative to make best use of time and resources while providing a welcoming and inclusive atmosphere that aligns with our corporate culture.

Areas of Responsibility:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

Essential Functions:

General Reception: Greets, screens, and directs visitors. Announces arrival of visitors to appropriate parties. Acts as primary point of contact for all general facility telephone calls; manages and directs calls to appropriate point of contact. Maintains telecommunication system by following manufacturer's instructions for house phone and console operation. Retrieves voicemail messages from general mailbox and forwards to appropriate personnel. Maintains employee and department directories. Must be resourceful in answering inquires and questions; both in person and over the phone. Ensures appropriate appearance and cleanliness of lobby and lunchroom on a daily basis.

Administration Support: Assists with projects and general administrative support under the direction of the Training & Continuous Improvement Manager. Assists with file maintenance, organizing guest visits, training activities, and facility visits as needed. Maintains the birthday/anniversary board in the lunchroom and supports the display of other critical information pieces throughout the site.

Mail Support: Responsible for retrieving, collecting, sorting, and distributing all incoming mail to the appropriate individuals on a timely basis. Prepares outgoing mail appropriately and prepares for pickup or delivery to U.S. Post Office.

Inventory Management: Orders and replenishes office supplies and stock first aid, emergency response, and conference room supplies. Monitors and stocks the employee lunchroom and conference rooms with plates, bowls, and silverware, as needed. Communicates with Bernick's regarding the sites beverage and packaged food needs.

Document Control Support: Provides assistance to the Quality team to ensure control and timely upkeep of documentation within the Alexandria SharePoint system, also including repository maintenance including achieving, destruction of obsolete resources, etc. per SOP instructions.

Event & Resource Support: Coordinates, places orders, and makes deliveries for visitor lunches. Ensures conference rooms are prepped for visitors. Partners with the administrative team to assist with the coordination of in-house events, such as employee/executive lunches, holiday events, company picnics, etc. Serves as primary point of contact for conference room availability and reservations. Assists with community tours under the direction of the administrative team. Supports booking of rental cars and coordination of use of corporate vehicle.

Rental Car Coordination: Serves as the primary point of contact for car rental needs for site-based team members - working directly with vendors to ensure accurate communications, expectations, and problem solving.

Safety & Security Compliance: Maintains facility security by following procedures, monitoring and maintaining the visitor logbook, and programming/issuing visitor badges. Performs Export Compliance and other safety-related screening of all visitors as needed. Dispatches emergency calls as necessary and notifies and briefs appropriate personnel in timely manner. Maintains safe and clean reception area by complying with policies and procedures.

Training & Documentation Support: Administer documentation of training events, attendance, and completion status within the Alexandria Training Manager and in support of all team members within the site. Provides administrative leadership of the Alexandria Safety Learning Management System. Supports the coordination and administration of customer and employee training events. Supports the Alexandria site Technical Writer with the creation of product manuals and technical documentation as directed.

Database Administration Support: Support data entry efforts within SalesForce, IFS, and the Alexandria SharePoint site in collaboration with Field Service, Supply Chain, Quality and other departments.

Other duties as Assigned: Responds to the needs of the organization/staff when requested by management. Maintains proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Office 365 and other business software as required to support communication of the team.

For more information about LGC, please visit our website www.lgcgroup.com or click on the ''apply'' button

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