The Office Services role provides logistical and administrative solutions across multiple departments within Symmons.
These tasks will require judgment and interpretation with a high degree of accuracy, task prioritization, outstanding customer service and utilization of technology to be efficient. This role is an integral part to help facilitate our digital transformation journey as we provide better automation, connectivity, and innovation across the organization.
To succeed in this role, you must be deadline oriented with a strong sense of urgency. Thrives in working on multiple tasks and has strong adaptability to change. Ideal candidate will provide suggestions and display confidence in owning tasks. Consciously thinks about all stakeholders and involve the appropriate people in decision-making process.
Collaborate with various leadership team members to understand their needs to successfully manage scheduling, logistics and administrative support required.
Principal administrative liaison for our remote sales team members and Sales Leaders
Coordinate/oversee some of the day to day operations within the corporate offices e.g. meeting event coordination, training coordination, conference services and manage the general tidiness of the corporate offices.
Maintains orderliness in all common areas including kitchens, copy area and conference rooms; organizes copy paper storage,
Assist with preparing Department Newsletters/Bulletins, Binders, PowerPoint presentations for internal/external meetings etc.
Provide logistical and planning support for special events.
Update and maintain agency distribution lists, agency communication, Outlook email distribution lists, telephone directory list and act as primary liaison between agency partners and Symmons corporate
Assist with daily mail processing and distribution across departments in corporate office and external mailings to remote team members
Maintain/updates published employee directory and can assist with org charts compilation
Corporate Guests/Vendor management. E.g. manage iLobby guest registration and assist with analytics on guest traffic; Serves as back up for creating and deleting access control badges.
Meeting management: Arrange group hotel reservations, schedule meeting rooms and event setup, assist in generating agendas, handouts, ordering meals for attendees. Greet facilitators and provide miscellaneous logistics/administrative assistance
Onboarding coordination within departments i.e. scheduling key meetings
High School Graduate; College Degree preferred
5+ years previous experience working in an Administrative pool or Executive Assistant role
Superior interpersonal and communication skills
Consistence, dependability, and accuracy in completing responsibilities
Ability to be a team player and have a customer first mind-set
Technology savvy with a strong knowledge and proficiency working with Microsoft Office Suite
Strong organizational skills with great attention to detail
Strong multi-tasking and prioritizing skills with the ability to meet deadlines
Excellent written and verbal communication skills
Ability to work independently and as part of a team
Previous manufacturing experience a plus
Previous Salesforce experience a plus
Sitting at a workstation utilizing a computer for up to 8 hours a day
Standing and/or walking for up to 8 hours a day
Ability to lift up to 10 lbs