Job Description
Summary:
The purpose of the Site Administrator to provide administrative support to operations at the three Sonnax locations in Vermont. This position will ensure smoother operations with many site level procedures and programs such as ordering non-production site supplies, establishing site visitor processes and procedures, coordinating visitors, coordinating site events such as communication meetings and employee events, scheduling site meetings and ensuring action plans are captured from meetings and tracked and other site level support.
Essential Functions/Job Responsibilities:
a. Manage security badges for employees and visitors.
b. Coordinate ordering supplies for repair, maintenance, and safety, including office furniture.
c. Assist housekeeping and vending services with subcontracted service providers.
d. Acquire, distribute, and store office supplies for each building at the site.
e. Maintain and update “Site” Calendar visible on company Intranet.
f. Coordinate Site Meetings and capture action items from meetings and circulate/track.
g. Run errands, pick up items at local businesses as needed.
h. Design, recommend and implement Site Visitor Procedures to ensure coordinated visits.
i. Track, coordinate and communicate Site Visitors – Including providing internet access, directions, workspace, and other needs.
ii. Department Visitors –
1. Provide & Track Visitor Badges.
2. Announce visitors to site in advance of visit.
3. Ensure IT access for visitors.
4. Maintain an up-to-date listing of local restaurants & delivery services suitable for business lunches and contact information for departments to use when needed. (Customers, Suppliers, Auditors, Consultants, Applicants, etc.)
i. Coordinate Site Events such as All- Company Communication meetings, annual BBQ and other annual events at the site level.
j. Manage inter-building/interoffice material movement outside of production/distribution.
k. Conduct training to teach procedures and changes/updates to employees as needed.
Qualifications:
- Required Education
- High School Diploma or equivalent required, advanced college degree and/or equivalent experience preferred.
- Required Work Experience
- Successful event planning experience for small and large group business events.
- Business Writing including formal announcements and policy documentation.
- Travel arrangements and Schedule Planning for management
- Managing confidential information with discretion
- Established positive working relationships with key contacts and vendors.
- Valid Driver’s License required.
- Specialized knowledge needed before on the job training.
- Strong command of English language and proper use.
- Technical/Functional Skills
- Meeting Scheduling in Outlook
- Zoom Meeting Set up and Management.
- Advanced Word, Excel, and PowerPoint Skills
- Cloud-based sharing Software (Slack, SharePoint)
- Key Competencies
- Planning & Organization - Establishing an action plan for self and others to complete work efficiently and on time by setting priorities, establishing timelines, and leveraging resources.
- Initiate Action - Taking prompt action to accomplish work goals; taking action to achieve results beyond what is required; being proactive.
- Work Standards - Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
- Quality Orientation - Accomplishing tasks by considering all areas involved, no matter how detailed; showing concern or all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.
- Customer Orientation - Placing a high priority on the (internal or external) customer's perspective when making decisions and acting; implementing service practices that meet the customers' and own organization's needs.
- Building Networks - Taking action to establish and maintain connections with people outside one's formal work group, including those outside the organization (e.g., peers, cross-functional partners, and vendors) who are willing and able to provide the information, ideas, expertise, and/or influence needed to achieve work goals.
- Stress Tolerance - Maintaining stable performance under pressure or opposition (e.g., experiencing time pressure, conflict, or job ambiguity); handling stress in a manner that is acceptable to others and to the organization.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Referral program
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Ability to commute/relocate:
- Bellows Falls, VT 05101: Reliably commute or planning to relocate before starting work (Required)
Work Location: In person
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