Job Details

This position is responsible for handling travel arrangements for the Manufacturing employees, front desk reception & assisting the Executive team and HR with various tasks, which can include event planning.

Essential Job Functions:

Essential job functions represent the fundamental job duties of the employment position the individual holding the position must be capable of performing. Persons with disabilities can perform these with or without reasonable accommodations. The Director or his/her designee may assign other duties and accountabilities limited to those consistent with the applicable scope of the appropriate professional job function.

Assistant Responsibilities - 50%

·         Organizes documents and logistics for key meetings

·         Schedules meetings on behalf of sr. mgmt. as needed

·         Must be able to understand & manage key priorities

·         Assists in coordinating travel arrangements for executive leadership

·         Assists HR with preparing onboarding folders and Welcome bags for new hires

·         Responsible for managing the inventory of company apparel, including communicating low stock to manager and Marketing Coordinator for additional items needed

Front Desk Responsibilities - 20%

·         Maintains front desk assuring it is clean and supplied with all the necessary supplies and equipment

·         Greets and communicates with guests

·         Maintains inventory of office supplies by checking stock to determine inventory level; anticipating needed supplies; placing supply orders including snacks and drinks for meetings

·         Put away all supplies when they arrive

·         Answers incoming calls and appropriately directs them

·         Delivers FedEx, UPS, and USPS outgoing packages

·         Prepares conference rooms for meetings by ensuring rooms are clean, before and after meetings, ordering food, and providing refreshments

·         Coordinates office celebratory events, including creating & distributing monthly birthday calendars

·         Coordinates office employee engagement events and attends

·         Submits and reconciles credit card receipts

·         Handles sensitive information in a confidential manner

·         Assists clients, as needed, with local hotels reservations, travel and meal arrangements

·         Ensures no double bookings of the G-CON conference rooms

·         Ensures breakroom and refrigerators are clean

·         Ensures bathrooms are well stocked with paper products and soap

·         Assists with weekly cleaning of coffee machine

·         Checks and distributes the mail

Site-Install Travel Arrangements – 30%

·         Ensures that each traveler has a travel request form completed

·         Ensures all information is transferred to accounting group for payment

·         Enforces G-CON travel policies and does not allow out of policy activities without managerial consent

·         Troubleshoots when the process has failures and expedites solutions

·         Coordinates hotel accommodations to align with project scope and budget

·         Negotiates rates for local site hotels based on project budgets

·         Makes hotel reservations for manufacturing staff and is available to rebook if an issue arises.

·         Ensures that employees have checked out of hotel or that end of stay has been communicated to hotel

·         Determines best use of rental cars as needed and reserves the vehicles for operations staff

·         Ensures that G-CON’s best interests are protected in terms of booking travel while maintaining employee satisfaction

·         Effectively negotiates methods of air travel with vendors to save money

·         Assists shop personnel in extending/changing flights due to unforeseen changes in schedule

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Education and/or Experience:

Minimum of 5 years - Admin or assistant experience. Knowledge of office management. Excellent time management skills. Ability to multitask and prioritize work. Making travel arrangements

Education - High School diploma or equivalent

Advanced - Skill in customer service. Knowledge of office management. Excellent time management skills. Ability to multitask and prioritize work. Making travel arrangements

Advanced - Skill in basic computer functions such as word processors, spreadsheets, presentation applications and internet usage

Language Abilities:

Ability to write professional correspondence. Ability to speak effectively with others. Ability to present formal information in one-on-one and small group situations to management and/or other employees. Ability to present information and respond to questions from managers and/or employees.

Temperament:

Flexibility and ability to handle change. Ability to multitask. Ability to maintain composure in a stressful environment. Freedom to work without supervision. Ability to perform under tight deadlines. Self-starter who actively seeks to contribute to advancing Company interests.

Other Abilities:

·         Ability to make decisions and recommendations

·         Ability to execute interpersonal, communication and organizational skills

·         Ability to exhibit a high level of confidentiality

·         Ability to identify and resolve problems in a timely manner

·         Ability to gather and analyze information skillfully

 Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

(R) Very Rarely - (O) Occasionally - (OE) Occasionally Essential - (F) Frequently - (C) Continually

Work Environment:

The work environment characteristics described here are representative of those an employee will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the jobs.

(R) Very Rarely - (O) Occasionally - (OE) Occasionally Essential - (F) Frequently - (C) Continually

While performing the duties of the job, the employee must:

(C) Work inside, (C) Close exposure to CRT's (computer screens), (R) Exposure to infection (germs, bacterial, viruses greater than the average person, (O) Exposure to environmental allergens(grasses, weeds, pollens, trees), (OE) Meet deadlines with severe time constraints, (R) Work irregular or extended work hours, (R) See objects/persons at a distance, (C) See close work such as typed or handwritten material, (R) Be able to tell the differences among colors, (O) Have very good depth perception, (OE) Hear conversation in a quite environment, (O) Ability to tell where a sound is coming from, (O) Hear differences among bells, buzzers, beeps, horns, etc., (C) Communicating through speech.

 The information contained in this job description is for the compliance with the American with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties performed by the individuals currently holding this position and additional duties may be assigned consistent with the job function.

 G-CON Manufacturing, Inc. is an equal opportunity employer and does not discriminate with regard to age, race, color, religion, sex, disability, genetic information, national origin, veteran status or any other status entitled to protection under applicable federal, state, or local anti-discrimination laws. Discrimination or harassment on any of these bases is prohibited.