Receptionist/Office Assistant

The Receptionist/Operations Assistant works as part of a two person team and performs a variety of reception, hospitality, and clerical support/coordination duties to assist in the daily operations of the Company.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Operate multi-line telephone system. Answer calls and route to appropriate person or department/function.
• Operate paging system to locate individuals.
• Take telephone messages and forward to appropriate person or department via e-mail, voice mail or interplant mail.
• Receive incoming faxes and route to intended receiver.
• Greet walk-in visitors and notify appropriate person of the arrival. Ensure vendors sign the vendor log. Inform applicants of job opportunities and application process and review completed application for required information.
• Deliver internal/external mail in accordance with daily schedule. Retrieve mail from post office daily in the morning. Prepare outgoing mail and deliver to post office at the end of the business day.
• Arrange corporate travel for KNA employees, including airline, rental car, and hotel reservations and visa application in accordance with the Company’s travel policy.
• Coordinate Company’s group meeting and training hospitality requirements (ie: meeting room reservations and set up, food and beverage, guest travel arrangements, tour safety glasses/headsets, etc.).
• Monitor and maintain KNA fleet vehicle reservation system scheduling activities and vehicle mileage for preventive maintenance purposes. Communicate potential vehicle maintenance needs to Fleet Coordinator.
• Coordinate the execution of monthly managers meetings, etc. Request specific data and information from proper sources (Accounting, HR, Sales, Operations, etc.), create PPT slides and graphics to efficiently communicate information, and edit/update information as requested. Prepare the meeting room and post final PPT to KNA Intranet.
• Complete typewritten correspondence, meeting minutes and agendas, letters, memos, and confidential reports, as requested.
• Create, maintain, and distribute assigned spreadsheets, databases, charts, graphs, and technical reports, as requested.
• Participate in the Company’s team process to develop and improve processes and procedures. Continually strive to find better ways to complete tasks and be the best in the industry.
• Maintain reception lobby, kitchen/pantry facilities, training center, and work area in a clean and orderly fashion and conform to all quality and safety procedures.

Education and/or Experience - A high school diploma or GED is required. Two years reception/administrative experience and an Administrative Assistant Associate’s Degree are preferred. Experience operating a multi-line telephone system, coordinating events, travel and office operations, and basic skills in MS Office are preferred.Ability to juggle multiple tasks simultaneously and maintain confidentiality is essential.