Administrative Assistant-Site Services

GENERAL POSITION SUMMARY:

The Administrative Assistant serves as the primary point of contact for visitors, callers, and general administrative support activities at Orenco. This highly visible position is responsible for providing exceptional customer service, managing reception operations, supporting company events and training activities, providing administrative support to select members of the leadership team, and assisting with site administration functions. The incumbent must maintain a professional demeanor, demonstrate sound judgment, protect confidential information, and effectively manage multiple priorities in a fast-paced environment.

 

ESSENTIAL FUNCTIONS and KRA (Key Result Areas):

Safety/Culture

• Continuously maintains Orenco management's safety, cultural, and professional standards.
• Promotes, encourages, and reinforces a positive safety culture, safe practices, and a safe work environment for all employees.
• Serves as a professional and welcoming representative of Orenco to employees, customers, vendors, and visitors.

Reception and Telephone Operations

• Serves as the primary receptionist and first point of contact for all callers and visitors.
• Answers, screens, and routes incoming telephone calls promptly, professionally, and courteously.
• Operates multi-line telephone and intercom systems while managing multiple incoming calls simultaneously.
• Maintains continuous phone coverage during scheduled work hours.
• Responds to callers placed on hold in a timely manner.
• Transfers callers to voicemail or records and routes messages as appropriate.
• Records and communicates messages for production and shop employees through designated supervisory channels.
• Maintains awareness of employee locations, schedules, and conference room reservations to appropriately direct calls and visitors.
• Follows established call-routing procedures for executives, board members, and other designated personnel.

Customer Service

• Greets visitors and determines the nature of their visit while ensuring appropriate sign-in and notification procedures are followed.
• Provides exceptional internal and external customer service in a professional, courteous, and welcoming manner.
• Responds to routine inquiries and directs more complex inquiries to the appropriate department or individual.
• Maintains confidentiality and discretion when handling sensitive company or employee information.

Administrative Support

• Provides administrative support to designated members of the leadership team and the HR Department.
• Assists with correspondence, document preparation, data entry, meeting coordination, and other administrative tasks.
• Maintains accurate records and files as assigned.
• Assists departments with administrative and clerical projects as needed.
• Creates, updates, and maintains departmental documents, forms, and standard operating procedures.
• Ensures work products comply with company document standards and professional communication requirements.
• Maintains the Reception Desk Standard Operating Procedure and related departmental documentation.
• Distributes internal communications and notifications assigned.

Facility, Site, and Office Administration

• Coordinates conference room scheduling and reservations using company scheduling systems to prevent conflicts and overscheduling.
• Supports building access administration, including key management, key fob administration, gate access management, and related recordkeeping.
• Assists with site security processes, visitor access procedures, and alarm system administration as assigned.
• Coordinates office logistics and administrative support activities for site operations.
• Serves as backup support for mailroom functions as needed.

Event and Training Coordination

• Coordinates and supports company meetings, employee events, recognition activities, and other onsite events.
• Assists with planning and logistics for training programs and training-related activities.
• Coordinates room scheduling, room setup, catering arrangements, and associated event logistics.
• Supports event communications and participant coordination as required.

Travel and Meeting Coordination

• Coordinates business travel arrangements, including transportation, lodging, itineraries, and meeting logistics.
• Assists employees and leadership team members with travel scheduling and related administrative support.
• Maintains meeting schedules and coordinates resources necessary for successful meetings and events.

 

EDUCATION:

High School Diploma or equivalent required.

Associate degree in Business Administration, Office Administration, Human Resources, or a related field preferred.

 

KNOWLEDGE/SKILLS/EXPERIENCE:

• Minimum two years of administrative, receptionist, customer service, or related office experience.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Ability to maintain professionalism while interacting with employees, visitors, vendors, customers, and
• Excellent organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Strong data entry and basic clerical skills.
• Ability to prioritize work, multitask, and manage interruptions effectively.
• Ability to quickly adapt to changing priorities and business needs.
• Ability to exercise sound judgment and problem-solving skills.
• Minimum typing speed of 35 words per minute with emphasis on accuracy.
• Legible handwriting required.
• Ability to learn and effectively use company software systems and office technology.
• Ability to be flexible and change priorities with little notice.
• Ability to use sound judgement and follow through in problem solving and decision making processes.
• Must be willing and able to travel. Must be able to comply with current travel regulations and guidelines of airlines and destination locations.
• Must be able to meet and maintain Orenco's approved driver criteria; a valid driver's license, satisfactory driving record, current insurance on personal vehicle, and meet company insurability requirements.

 

TOOLS and EQUIPMENT:

• Computer
• Microsoft Office Suite
• Multi-line phone and intercom system
• Voicemail system
• Scheduling software
• General office equipment, including printers, copiers, scanners, and postage equipment
• Building access and security systems
• Vehicle

 

WORKING CONDITIONS:

Primarily indoor office environment and may include limited time in production areas. Travel requirements may include operation of a motor vehicle, airplane travel, and overnight stays in temporary lodging. May require the ability to visit project sites that are situated on a variety of developed and undeveloped terrain/locations. Includes exposure to outside weather conditions and occasional exposure to dust, other outside elements, and wastewater that may require the proper use of personal protective equipment including but not limited to gloves.

Work to be done during manufacturing business hours, which may include an occasional early and/or later shift as needed. Occasional overtime may be required.

 

PHYSICAL REQUIREMENTS:

Regular job duties include seeing, speaking, hearing, reading, writing, legible handwriting, keyboarding, prolonged periods of sitting including extended time viewing a computer screen. Intermittent physical activity includes but is not limited to touching, holding, grasping, pushing, pulling, reaching above shoulders and below knees, low back bending, twisting, turning, kneeling, crawling, stooping, squatting, standing, walking, and climbing stairs and ladders. Unassisted light lifting and/or carrying of under 20 lbs. is required. Operation of a motor vehicle and/or airplane travel may be required. Travel needs are determined by the department supervisory staff based on business need, required skill base, and assigned job tasks and responsibilities.