West Pharma Administrative Business Support 

United States, North Carolina 

846282225

Job Summary:

This position is responsible for establishing and maintaining a presence in the reception area by receiving, directing, and assisting visitors in an efficient, professional manner. Receives medium volume of external calls and internal inquiries; directing them to appropriate stakeholder and providing general information and assistance to inquiries as needed. Register all visitors using the visitor management system and ensure they adhere to the company’s safety and security standards. Manage site supplies, aid in making conference room reservations, implement employee events, assist with and or place catering orders, and provide any additional meeting support necessary for success. Provide comprehensive administrative support to Facility, Maintenance, Engineering and Operations. Be highly organized with the ability to demonstrate keen attention to detail, adaptability, resourcefulness, and efficiency. Intermediate level MS Office skills required.

Essential Duties and Responsibilities

• Demonstrate confidence, professionalism, responsiveness, and exceptional customer service to internal and external clients.
• Execute opening and closing front desk procedures.
• Ensure safety, security, and confidentiality is always held to the highest standard.
• Process all visitors, vendors, and contractors via the building’s visitor management systemapplying all company policies and procedures. Make sure the host meets their client in a prompt manner.
• Answer facility main phone line, redirecting calls, and or taking detailed messages.
• Coordinate interoffice communications in a clear and concise manner.
• Performs administrative duties, such as filing, answering phone calls, IMs, emails in a timely manner.
• Maintain break rooms and office supply inventories making purchases to keep minimum stock.
• Re-stock supplies throughout the building/campus in kitchens, conference rooms, other storage areas.
• Manage the organization and execution of company, plant, or department events, fundraising and employee engagement activities with HR and other stakeholders.
• Assist with in-house meetings, conference room reservations as needed, catering, including set up and clean-up and other related activities.
• Assist HR with new hire onboarding activities, first day activities, badging, etc.
• Assist with supply chain/procurement processing requisitions, purchase orders, and reconciling invoices.
• Partner with other West administrative personnel in Kinston on projects, resources, support.
• Other duties as assigned.

Basic Qualifications

• High school degree or higher required.
• 3-5 years’ experience working in a customer service-oriented and or corporate business environment.
• Displays customer service-oriented behavior and is responsive to customer needs in a polished manner.
• Working knowledge of Microsoft products including but not limited to Outlook, Word, PowerPoint, and Excel.
• Concur, SAP, and SharePoint knowledge a plus.
• Demonstrates strong people skills with a cheerful attitude.
• Strong ability to juggle and prioritize multiple tasks simultaneously.
• Outstanding attention-to-detail and organizational skills
• Ability to manage stressful situations with poise, understanding, and tact.
• Exemplary use of judgment with a strong ability to maintain a high-level of confidentiality.
• Exhibit regular, dependable, punctual, and predictable attendance.
• Ability to work independently with minimal supervision.
• Always Displays High Level of Confidentiality

Physical and Travel Requirements

• Minimal travelas deemed necessary.
• Office environment in multi building campus.
• Sedentary role, however, some filing and stocking supplies is required. This would require the ability walk throughout buildings, lift, and bend or stand, as necessary.
• Uses hands and fingers to operate objects, tools, or controls.
• Frequently required to stand, talk, and hear for periods of time.