Administrative Assistant

JOB DESCRIPTION

Bilingual (English and Spanish a must)

Previous experience as an Administrative Professional.

Experience managing a site, facility, building or other applicable entity..

Preferred experience : building and grounds management.

Interview Process : Phone Interview and top candidates will be invited on site

PURPOSE OF THE JOB

The Technical Services Administrator first person that our customers sees when they enter the Pasadena Training Center. It is crucial for this role to ensure safety & compliance, accurate record keeping for our building, and adhesion to facility standard of work.

This role will be the provides administrative support for the Pasadena Training Center and site support related activities.

The Training Center supports a variety of activities including customer training, Science & Technology, internal sales training, internal meetings, and more for the Technical Insulation business.

Reporting to : Technical Marketing Lead (Technical Applications Engineer)

Travel : 0-10%

M-TH with flexibility to adapt; never on Saturday or Sunday; 32 hours total.

JOB RESPONSIBILITIES

Maintain building security procedures.

Opening and closing of the building daily.

Manage building security through security alarm management and personnel and gate management.

Manage the badge access system and the check in and check out process for badges.

Point of contact for site emergencies. Collaborate with all emergency teams. For example, ADT alarm deactivation capability.

Knowledge and usage of escalation process.

Maintain compliance.

Maintain compliance signage for the building such as OSHA, Labor Relations, & Safety.

Develop and maintain a management system for all digital and hardcopy compliance files for the site. This includes but not limited to : building permit, occupancy permit, fire marshal visits, environmental standards.

Understand and uphold Purchasing Card guidelines and Purchasing Order (PO) process.

Own, manage, and escalate site safety data sheet management (SDS) and Right to Know information.

Uphold all visitors to our safety standards.

Accountable and responsible for the safety metrics and dashboard of the facility.

Provide safety overview and manage the safety documents needed to be signed and tracked for all visitors.

Manage the Personal Protective Equipment for the training center which involves but not limited to ordering and managing inventory,

Manage, schedule, and create management system for safety inspections for training center which involves but not limited to Fire Extinguisher and Sprinkler, Eye Wash stations, showers, etc.

Deliver visitor safety training to all visitors at point of entrance.

Own the Welcome Center.

Welcome all visitors into the building.

Be visible in the welcome center during office hours to ensure consistent management of welcome center.

Manage a contact list for the building and call on resources when needed by visitors.

Manage the entry and exit log of the building.

Own the release and consent forms for visitors.

General cleanliness and decor of welcome center.

Service requests.

Own general building administration.

Manage digital signage and videos on monitors.

Manage incoming and outgoing flow of mail and deliveries.

Manage the key box.

Develop ordering system to manage the consumable supply inventories including : gloves, copy room supplies, etc.

Schedule and manage all building services to ensure compliance and expectations. For example, lawn and mowing services, custodial services, recycling, etc.

Training Session & Meeting Preparation

Administrative set up for meetings and training sessions including supplies, nametags, refreshments, etc.

Managing the training certificate tracker and distribution.

Maintaining the site calendar and collaborate with Training Center team to manage schedule and update.

Organize the food and beverage for all site visits and ensure food supplies are managed.

Maintain hotel, restaurant, and entertainment lists. Manage T&E expenses.

Flexible for last minute items for events.

JOB REQUIREMENTS

MINIMUM QUALIFICATIONS :

High School diploma required, Associates or Bachelors Degree preferred

Must be eligible to work in the U.S. on a permanent basis.

EXPERIENCE :

Previous experience as an Administrative Professional.

Experience managing a site, facility, building or other applicable entity.

Experience communicating both internally and externally with customers, visitors, and teammates.

Customer service, welcome center experience, or receptionist experience.

Experience developing management systems for a facility or large scope.

Preferred experience : building and grounds management.

KNOWLEDGE, SKILLS & ABILITIES :

Strong working knowledge of the MS Office Suite including Outlook, Teams, Excel, PowerPoint and Word.

Ability to maintain the confidentiality of sensitive communications and data.

Strong communication skills (written and verbal) and organizational skills and the ability to interact effectively with a wide variety of customers, visitors, etc.

Ability to manage timelines, work well under pressure and deliver in a fast paced work environment to meet business critical deadlines.

Ability to work independently and proactively with minimal supervision and guidance.

Comfort with working in a building without other teammates on-site.

Is highly service oriented has a desire to do what is necessary to meet the needs of the teams.

A take-charge attitude with respect to identifying ways that the group or individuals within the group can operate more efficiently and effectively.

An outgoing and assertive personality who can handle conflict professionally and politely.

Not afraid to say what needs to be said but, in a considerate way.

A high aptitude for learning and trying new methods to achieve results.

EEO :

Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority / Gender / Disability / Religion / LGBTQI / Age / Veterans.