Administrative Coordinator

3 weeks ago

Elko, Nevada, United States Komatsu Full time

Komatsu is an indispensable partner to the construction, mining, forestry, forklift, and industrial machinery markets, maximizing value for customers through innovative solutions. With a diverse line of products supported by our advanced IoT technologies, regional distribution channels, and a global service network, we tap into the power of data and technology to enhance safety and productivity while optimizing performance. Komatsu supports a myriad of markets, including housing, infrastructure, water, pipeline, minerals, automobile, aerospace, electronics and medical, through its many brands and subsidiaries, including TimberPro, Joy, P&H, Montabert, Modular Mining Systems, Hensley Industries, NTC, and Gigaphoton.

Job Overview

The purpose of my position is to provide support to all aspects of the business at the West Facility.

  • To answer the calls of vendors, customers and employees and potential employees. Direct the callers to the correct person in a timely and professional manner.
  • Meet and greet all persons visiting Komatsu. Sign in guests and supply them with the correct PPE to visit/tour our facility.
  • Prepare all domestic and international mail and packages daily. Sort and distribute mail accordingly.
  • Basic upkeep of the front desk area. Replenishing all necessary office supplies weekly.
  • Inventory control and management of letter head, envelopes, coffee supply, etc.
  • Distribute application for walk-in applicants.
  • Data entry for all Applicant Tracking for HR
  • Assist Payroll Team.
  • Make hotel reservations for management and field service crew.
  • Fax, file and copy
Key Job Responsibilities

DAILY:

  • Administrative Duties:
  • Answer phone, greet visitors, maintain visitor log, and insure visitors have proper PPE when entering the shop. Create, maintain and organize vendor/safety files.
  • Keep office/storeroom and lobby in a clean and organized fashion.
  • Track the PXP Points, redemptions and Gift Cards
  • Check voice message and distribute to appropriate recipient. Answer all calls in a timely manner. Page and transfer as needed.
  • Mail Check and send out mail daily. Sort and distribute mail to appropriate recipient.
  • Open all invoices and give them to A/P and A/R
  • Create envelope and packing slip daily to go to Milwaukee mailroom Pack and create packing slip for any other items that need to be send out
  • Check packages in. Notify recipient of delivery
  • Make coffee periodically throughout the day. Keep counter wiped down and all supplies stocked next to coffee machine.
  • Give applications to applicants. Review before they leave and make sure everything is filled out and signed. Enter applicant information into Applicant Tracking and file in Applicant Flow
  • Copiers/Printers: Check machines for papers left out, route to appropriate employee. Complete meter readings and fax back. Keep all machines stocked with paper.
  • Update mailboxes as new employees are hired or as employees leave
  • Reconcile invoices on hold
  • Past Due/Expediting Report
  • Setting up new suppliers
  • Praxair includes consignment, gases and safety (West Shop)
  • Airgas safety and consumables
  • DUX
  • LeTourneau
  • Freight Bills
  • Janitorial
  • Vogue PO
  • Corporate Spend Funnel
  • Assist Payroll Team
  • Safety: Work continually in a safe and effective manner.
  • Lead by example in safety matters.
  • Promote positive morale
  • Problem Resolution: Research, follow up on tasks.

WEEKLY:

  • Monitor and order office/lunchroom/restroom/and paper supplies.
  • Check the fax machines periodically and give faxes to appropriate recipients. Keep fax machines stocked with paper. Assist other with faxing documents.
  • DOT Files – Get with appropriate performance leader to make sure that the employee incompliance with Driver Files
  • Bullets for General Manager
  • PXP requests and process them through Warehouse (Wal-Mart, Cabela's, etc)
  • Reimbursements (Tools, boots and uniform)

MONTHLY:

  • Report Xerox usage.
  • Attend Safety meetings provide recap to all others in group.
  • Maintain local phone list.
  • Help Safety Department with any projects
  • Track Safety Attendance Spreadsheet
  • OCCASIONAL, INFREQUENT: Complete the process of the employee expense statements;
  • Help with Holiday party/customer holiday gifts/holiday cards for customers and employees
  • Other Komatsu merchandise/Keep merchandise storage room organized
  • Laminate various projects as needed
  • Coordinate Hazard training for Safety Department
  • Assist with any projects that a supervisor/manager might need such as: Creating presentation folders: copying and binding to a presentation folder and laminating.
  • Reserve rooms for our employees, cancel or extend their stay, primary person for contact
  • Issue new car wash card to new hires
  • Other duties may be assigned
Qualifications/Requirements

Knowledge or skills of the following:

  • Office Equipment
  • Computer
  • Ten key
  • Phones
  • SAP
  • Knowledge of employee names and titles and building relationships with internal and external customers
  • The ability to multi-task. Being able to answer a multiple phone line counsel
  • Computer Programs, excel, work
  • Excellent customer service skills
  • Two years related experience
Additional Information

Komatsu is an Equal Opportunity Workplace and an Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

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