Front Desk Administrator
Location: Somerset, New Jersey

Purpose

Responsible for executing the day-to-day administrative and receptionist activities including: employee and guest services, recordkeeping, file maintenance, and other tasks as needed, utilizing good judgement, discretion and professionalism. Provides support to management, employees and visitors by handling a variety of tasks in order to ensure that all interactions between the organization and others are positive, professional and productive.

Your Responsibilities

• Responsible for coordinating the activities of the company's reception area including greeting, directing, and assisting employees and visitors, creating a welcoming and professional environment at all times.
• Responsible for screening and routing all incoming calls to the appropriate party in a timely manner.
• Handles various office tasks, such as filing, generating reports and presentations, and transcribing minutes from meetings, distributing information as needed.
• Responsible for making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations for our guests upon request from upper management.
• Responsible for coordinating and maintaining the company's visitor and temporary badge management system.
• Responsible for receiving and placing meal order requests from management in accordance with company policy, including department lunch meetings, visitor meetings, employee events, etc. Handles payment and receipt recordkeeping for all meal orders placed. Responsible for physical receipt, delivery and set up of lunch orders upon arrival and according to management request.
• Coordinates with the facilities team to ensure effective room set up for various company events, meetings and department lunches.
• Ensures timely processing and documentation of incoming P&C department invoices utilizing the SAP and VIM according to company policies and procedures.
• Ensures timely and accurate distribution of all incoming mail on a daily basis for both buildings.
• Monitors inventory of office supplies, marketing materials, and other office-related materials, placing orders as needed.
• Maintains a polite and professional communication via phone, e-mail, and mail. Anticipates the needs of others in order to ensure their seamless and positive experience.
• Assists P&C team members with a variety of administrative projects and company event preparation tasks.
• Acknowledges employee privacy laws and protects company value by keeping information confidential.
• Performs other related duties as required and assigned.

Your Qualifications

• High school diploma or equivalent.
• At least 1 year prior administrative experience required.
• Excellent computer skills. Computer literate in MS Office, specifically Word, Excel, Outlook and Power Point.
• Good knowledge of contemporary office practices, procedures and techniques. Working knowledge of office equipment (i.e. printers, fax machines, stamp machine, etc.)
• High commitment to maintaining a high level of confidentiality in daily operations.
• Excellent communication and interpersonal skills, both oral and written.
• Excellent customer service approach and telephone etiquette.
• Ability to maintain a professional, friendly and hospitable environment.
• Displays a natural dedication to the company's goals and mission.
• Takes initiative by supporting team members with their tasks/duties, as needed.
• Excellent organizational and time management skills with the ability to prioritize and handle multiple projects.
• Displays strong writing, editing, data entry and proofreading skills.
• Analytical abilities and aptitude in problem solving; ability to work independently with some detailed instruction.
• Excellent attention to detail.
• Multilingual desired.

Physical Demands

Ability to sit or stand for 8 hours per day, view computer monitor, and move about effectively to fulfill the essential functions of the job. Frequent walking in between buildings, delivery of mail / catering orders and room set up on a daily basis.

Let's achieve our goal together

If you are looking for a job where you can contribute actively, develop personally and professionally and make a lasting difference then this is the right place for you. As an international family business with a long-term perspective, we know that it is our 3500 employees that are the key to our success. Let's achieve our goal together: Making people smile.

https://careers-ivoclar.icims.com/jobs/1794/front-desk-administrator/job?mode=view&mobile=false&width=603&height=500&bga=true&needsRedirect=false&jan1offset=-300&jun1offset=-240

Ivoclar Vivadent Manufacturing, Inc. is committed to leveraging the talent of a diverse workforce to create great opportunities for our business and our people. EOE/AA. Minority/Female/Sexual Orientation/Gender Identity/Disability/Veteran.

Job Types: Part-time, Temporary

Pay: $22.00 per hour

Benefits:

• 401(k) matching
• Employee assistance program
• Employee discount
• Flexible spending account
• Health savings account
• Life insurance
• Parental leave
• Professional development assistance
• Referral program
• Relocation assistance
• Retirement plan

Schedule:

• Day shift
• Night shift

Ability to commute/relocate:

• Somerset, NJ: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location

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