Administrative Assistant

3 weeks ago

San Luis Obispo, United States Promega Full time
Job Description

We are seeking a dynamic, energetic, and detail-oriented Administrative Assistant to join our team for a part-time project role in our San Luis Obispo facility.

The Administrative Assistant serves as the first point of contact for visitors to PBI and will be responsible for welcoming and directing visitors in person and over the telephone. Supports admin activities including but not limited to supply orders, including supply management, mail, postage, nespresso, snack bar management, and front office reception. Performs other similar duties as required.

This position is part-time, afternoons from Monday-Friday, 15-20 hours per week, specific hours to be discussed. This role is expected to last through approximately February 2025, and supplements another part-time employee in the same role.

Estimated pay offered is $20.00 - $22.00/hour, depending on experience and qualifications.

The full salary range for this part-time project position is $20.00 - $25.00/hour.

CORE DUTIES:

  1. Provides daily front desk administration, including answering and routing incoming calls and welcoming visitors and notifying proper departments of their guests' arrival.
  2. Completes various clerical tasks and assists Executive Administrator in supporting all departments as assigned.
  3. Maintains internal snack bar for employees including ordering, purchasing, stocking of food and drinks, accounting of cash received, and managing change machine.
  4. Distributes outgoing and incoming mail and manage postage machine, including collecting postage due from employees and managing postage supplies.
  5. Maintains and organizes general office supply stock and reorders as needed, as well as specific requests from internal customers.
  6. Manages employee mailbox name labels for new and departing employees.
  7. Assists Executive Administrator with hospitality functions when needed. This includes conference room and shared space tidiness and coordination of company events, lunches, and parties.
  8. Assists administrative team with ProCard purchasing and reconciliation.
  9. Supports departments for annual record retention and document storage.
  10. Supports Finance with clerical projects as needed.
  11. Supports Corporate Responsibility with reporting as needed.
  12. Understands and complies with all applicable elements of PBI's EHS (safety) processes.
  13. Understands and complies with ethical, legal and regulatory requirements applicable to our business.

KEY QUALIFICATIONS:

  • High school diploma or proven work experience that ensures you are ready to be successful in this role.
  • 1-2 years previous work experience, preferably in an administrative or other relevant role
  • Excellent communication skills, both written and verbal. This position requires a great deal of interaction with a variety of people within the company, as well as with customers.
  • Excellent computer skills including experience with Microsoft Office programs, with focus on Excel and Outlook.
  • Highly organized, attention to detail, and follow-up.
  • Demonstrates committed time management and ability to prioritize.
  • Cooperative and friendly. Able to accept work from a variety of people and maintain a positive and motivated attitude.
  • Must possess the ability to handle frequent interruptions and telephone calls and return with full focus to the task at hand.

PREFERRED QUALIFICATIONS:

  • Prior experience in an administrative position
  • Associate degree in administrative field or equivalent.
  • Experience working with Microsoft SharePoint and Microsoft Teams

PHYSICAL DEMANDS:

  • Ability to frequently and accurately communicate verbally with customers via the telephone.
  • Ability to work with computer equipment frequently, along with operation of office copiers, facsimile, and other office equipment.
  • Occasionally move objects ranging in weight of up to 30 pounds.
  • Ability to move about the facility including transiting stairs.

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