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Corporate Operations HR- Assistant
2 months ago
Pella, IA
Onsite position
SUMMARY
Responsible to provide presence at the front desk of the Pella corporate office and to create an excellent guest and team member experience by greeting guests, contractors, vendors, and employees. This role verifies guest registration and trouble-shoots guest and team member needs. Responsible for accepting, initiating, and completing with minimal instruction and supervision a wide range of tasks and projects from the director, managers, and others in Corporate Operations HR. Chief duties include the following: support for front desk walk ups and phone calls; calendar management for assigned leaders; managing and improving processes; applying problem solving skills; creating correspondence of a general business nature (composing from notes and/or verbal instruction); creating Word documents, Excel spreadsheets, and PowerPoint presentations; making meeting and conference arrangements; scheduling, organizing, and maintaining appointments as required by Director and managers. Other duties as assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
• Welcome all team members, vendors, and guests when entering the facility, following all security guidelines for issuing temporary badges, sign ins, and communications of their arrival to applicable internal team members.
• Accurately and efficiently handle phone calls and walk-ups at the front desk.
• Manages multiple calendars, schedules meetings, sets up for meetings including arranging for appropriate equipment, special seating configurations, all necessary audio, video and net conferencing systems, orders and provides food and/or beverages, and cleans up once meeting is over.
• Performs assignments where substantial trust, accuracy, and confidentiality are required. Compiles, edits, and sorts various confidential, proprietary, and sensitive information - i.e. financial/salary data, personnel records, budget data, etc., as well as the collecting, filing and maintenance of confidentiality agreements, contracts, and certificates of insurance.
• Assists with new hire orientation by creating sign in sheet and name tags and taking ID photos for their first day
• Compiles and prepares information and supporting data for meetings, management presentations, and reports. Maintains all records for the department and prepares and types all related reports.
• Coordinate travel and management of expense reports as assigned
• Responsible for coordinating payments for prescription safety glasses for the Pella site
• Assists with HR communications
• Assists with Pella site auction process, providing printout for auction, and receiving checks and list of items sold by auctioneer
• Partner with all areas of the business to ensure a safe, secure, and well-maintained place of business
• Ability to become a notary public
• Assistance in the coordination of gatherings occurring on-site
• Use expense report system and track receipts for verification
• Partner with security to align daily on guests, events, and other security items
• Reach out to team members as needed: notify host of guest arrival, package deliveries, food deliveries, temporary badge return request, etc.
• Responsible for the development and administration of special projects as requested or self-initiated. Serves on planning teams for special projects of which may include process improvements, cost saving, and/or productivity projects.
• Coordinates and maintains effective office procedures and efficient workflows, implements policies and procedures set by management, establishes, and maintains harmonious working relationships with superiors, co-workers, customers, clients, and suppliers.
• Performs standard administrative duties such as packaging/shipping FedEx items, mail sorting, paying invoices, ordering supplies, copying/printing/scanning, onboarding/separation duties, keeping common areas neat and clutter free, etc.
• Manages and maintains key department documents such as org charts, metrics, computer/hardware inventory, floor plans, distribution lists, birthdays/special events, emergency action plans, etc., as well as getting important communications out to the team in a timely manner.
• Plans and executes a variety of special events including, but not limited to, formal meetings/dinners, department festivities, charity events, etc., as well as coordinating and preparing cards/gifts for birthdays, holidays, and other significant life events of team members.
• Other duties as assigned
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty 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.
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); and one or more years related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read and interpret processes. procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with groups of customers or employees of organization. Ability to clearly communicate to Pella Team Members and/or guests to as they are entering and exiting the Pella-facility. Ability to multitask with processes while dealing with interruptions. Ability to process accurate information from different sources of communications. Ability to speak Spanish a plus.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
COMPUTER SKILLS
Word, Excel, Power Point, SharePoint, Microsoft Teams, Concur Travel & Expense, Oracle for reports & queries.
CERTIFICATES, LICENSES, REGISTRATIONS
Notary Public License (preferred)
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee is occasionally required to stand; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and peripheral vision.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
