Administrative Assistant Newgistics
THIS JOB HAS EXPIRED Reception
--Receive visitors in a professional and friendly manner. Directs visitors and callers to proper person or department Minimizes time away from reception area as much as possible for security reasons or makes alternate arrangements for coverage. Secures any temporary staff needed for absences in advance when possible and trains on coverage of reception area. Serves as an ambassador to provide "First Impression of Newgistics" by offering refreshments, calling a cab, or other assistance as needed to all guests.
--Answer multi-line telephone system and direct callers as required. Is quick to respond to the general delivery phone mail box and ensures that all messages are responded to by 5 p.m. each day. Creates alternate coverage schedule for lunch breaks or meetings when attendance is required.
--Creates a friendly, helpful and supportive atmosphere for employees and directs employees on where supplies or groceries are stored and is attentive to their requests or needs by discussing employee suggestions with Manager and providing solutions when feasible to assist.
--Initiates decoration of lobby and conference room area for recognized holidays and secures assistance as needed to ensure timely set up and take down. Orders any catering as requested and provides assistance to Executive Assistant with any special corporate meetings or catering needs. May provide Executive Assistant support during any period of Executive Assistant absence.
--Distribution of incoming mail and ensures all outgoing mail is handled as appropriate. Maintains postage meter and meters all outgoing mail and packages. Ensures drop off or pick up of any overnight packages.
--Orders, stock, and maintains all office supplies (including postage, FedEx supplies, kitchen, nameplates). Assists field personnel with office supply needs and determines most cost effective way to provide supplies. Reconciles billing for accounting and provides on a timely basis.
--Orders, stocks, and maintains all groceries for kitchen. Restocks cups, plasticware and paper towels 2x/day. Monitors grocery usage for spoilage and adjusts order in subsequent weeks to avoid waste. Alerts Manager of any variations on usage, costs or requests. Any changes to existing food order should be approved by Manager prior to ordering. Reconciles weekly billing for accounting and provides on a timely basis.
--Responsible for the maintenance, cleanliness, and organization of the kitchen. Counters must be wiped down with appropriate product once after the breakfast hour and once after the lunch hour each day to minimize any food contamination illness risks. Regularly wiping interior of microwaves and refrigerator shelves is also important to ensure clean food handling practices. Calls property management office once every six months for deep kitchen clean to include microwave, trash containers, refrigerators, floors, etc. At end of each day, turns off all coffee pots and ensures all other electrical equipment off, places coffee pots in dishwasher and turns on. Straightens up or puts away counter top items to minimize kitchen counter clutter and maintain good work spaces.
--Responsible for the maintenance, cleanliness, and organization of all common areas such mail/copy rooms, and conference rooms. Ensures all common areas are tidy at the end of each day for next day. Makes suggestions for the improvement or comfort of all areas. Takes an interest in general office "presentability" and make recommendations as needed to ensure the office maintains its professional and clean appearance. If carpet or other professional cleaning is needed for certain areas, please advise Manager.
--Maintains all general use office equipment such as copiers and printers. This includes ensuring that copiers and printers are fully stocked and ready to go each day, assisting employees with basic malfunctions and calling for service when a machine is reported as malfunctioning.
--Manages Petty Cash and reconciles with accounting as requested.
Human Resource Support
--Sends applicant documents to individuals identified for on-site interviewing when a recruiter has not already done so.
--Schedules on-site applicant interviews using Outlook receiving information from recruiter and/or HR Assistant on date, length of each interview and interview team. Puts on interview team calendars asap and provides necessary applicant information to interview team. Pays particular attention to any applicant and executive scheduling sensitivities that may be provided by HR Assistant. May also assist with applicant travel arrangements. Receives all applicant materials as applicant arrives for interview and processes to HR accordingly.
--Prepares all employment offer packets, new hire paperwork and benefits packets and mails or expedites as requested. Maintains a supply of all new hire and benefit materials in order to speed assembly or provide on short notice.
--Orders new hire welcome gift and schedules new hire orientations with date, time, place and attendees. Prepare orientation handouts and NGS Values plaques and provides to VP, HR on day before orientation meeting.
--Prepares all new hire offices and cubes with necessary office supplies prior to first day. Works with technology to confirm computer equipment will be ready as needed. Welcomes new hire on first day and brings them to their manager. If manager not present, can assist in showing them their workspace, making introductions, and provides tour.
--Coordinates NGS Service Award program to include maintaining accurate lists of upcoming one, five, and ten year awards needed for corporate, facility and field personnel. Orders all in advance to ensure arrival and distribution prior to service award date as needed. Distributes or ships one year awards to employee Manager for distribution. Creates five year and ten year award packets to be provided to VP, HR for distribution or mailed with engraved award. Maintains award list for distribution to accounting at year end.
--Manages the Bravo Card Program by creating Bravo Card supply and providing to employees for use as requested. Assists facility management in ordering Bravo Card gift cards and manages all requests to budget. Maintains list of senders and receivers for analysis by Manager and year-end accounting purposes.
--Upon receiving Employee Service Anniversary and Birthday list from HR Assistant, distributes list on a timely monthly basis to specific recipients. Is attuned to any employee family births, deaths, or weddings and orders appropriate gift, flowers, or makes donation as approved by Manager.
--Maintains company phone list and distributes on a quarterly basis or sooner if enough changes occur.
--Assist Executive and HR Assistant in the coordination of company meetings and events.
--Maintains strict confidentiality in handling any employee, candidate or visitor information. Uses care in handling all confidential files and ensures all confidential information is always secured in a locked cabinet after immediate use and at the end of each day.
--Assists with various HR projects as needed. May assist other departments as requested but any requests that may take more than 1 hour to assist, please discuss with Manager to ensure there is no risk to primary/more urgent tasks being accomplished.
Required Knowledge, Skills, and Abilities:
--High school degree, college degree preferred.
--3-5 years experience in an administrative capacity handling multi-line phone, reception and various administrative duties.
--Ability to work under pressure managing simultaneous requests for assistance.
--Ability to manage multiple tasks while maintaining good organization of duties and details.
--Presents self in a friendly, professional manner with above average orientation to customer service and ambassadorship role.
--Speaks clearly and professionally, remains calm and can diffuse angry or demanding callers.
--Is organized and thoughtful in managing supplies and groceries.
--Is extremely trustworthy and has the ability to maintain confidential information.
--Is dependable and punctual and able to work a regular 40 hour schedule.
--Thinks ahead and anticipates problems around security, office supplies, or other day to day issues in order to ensure that visitors and employees are comfortable and productive.
--Good working ability in Microsoft Applications such as Word, Excel, and PowerPoint
--Professional business casual attire.
THIS JOB HAS EXPIRED
Newgistics is a special place to work, and now is an especially exciting time to join us. At Newgistics, we take great pride in what we do for our customers, trust each other to do an outstanding job, and enjoy the camaraderie of our colleagues. And our company continues to experience rapid growth.Investors: Austin Ventures All Jobs: at Newgistics
|Headquarters:||2700 Via Fortuna|
Austin, TX 78746
|Industry:||Retailing / Distribution|
|Company Profile:||Parcel returns and e-commerce shipping pioneers.
Newgistics was founded in 1999 with a simple goal. It was the dawn of the e-commerce age, and we set out to develop a better process for returning products ordered online. Little did we know that our work to improve e-commerce shipping in this way would help to create the modern postal-based returns process. However, after developing Newgistics SmartLabel technology, we collaborated with the U.S. Postal Service to establish its Parcel Return Service program-now used by shipping companies across the country.
Trusted shipping solutions.
After establishing ourselves as a parcel returns leader, we then applied the same quality-driven process and technological expertise to outbound delivery and freight services. Today, the Newgistics SmartLabel is widely recognized as the premier customer returns technology. Newgistics processes more than 50 million small parcels each year through our nationwide network of SmartCenter facilities. We also offer Canada delivery and return solutions for U.S. merchants with customers north of the border. And we are the trusted shipping partner to top brands in industries including direct-to-consumer retail, fulfillment, manufacturing and communications.
Expect more from your package shipping company.
What sets Newgistics apart from ordinary shipping companies Our residential delivery and return solutions are specifically designed to provide:
--Better consumer shopping experiences - by offering greater customer convenience and ensuring parcels arrive in peak condition
--Greater customer retention and efficiency - with our Transit Triggers- shipment notification service, which empowers you to use on track delivery service data to improve customer and internal communications
--Higher customer satisfaction and lower inbound call-center volume - with our 360 shipment visibility
--Simplified shipping - by reducing your sorting and paperwork requirements and providing technology that helps you manage the process more efficiently
--Peace of mind and help whenever you need it - thanks to our intensive client support system
Even with all these advantages, Newgistics enables you to cut shipping costs by up to 40. It's all part of the Newgistics approach to shipping: recognizing that your success is essential to our own.|
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