Title:  Administrative Assistant, Front Desk

At West, we’re a dedicated team that is connected by a purpose to improve patient lives that has been at the center of our Company for more than a century. Our story began when Herman O. West solved the problem of supplying penicillin in mass quantities to the US Government during World War 2. Through our work to deliver thousands of life-saving and life-enhancing injectable medicines to millions of patients daily, West’s indelible mark on the healthcare industry has just begun. A name started our story. How will yours help write our future?  

There’s no better place to join an inclusive community of professionals with opportunities for lifelong learning, growth and development. Supported by benefit programs, we empower the physical, mental, emotional and financial health of our team members and their families.  

We believe in giving back to help those in need in the communities where we live and work. And are equally committed to creating a healthier environment and planet through our sustainability efforts.  

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 online visitor management system and ensure they adhere to the company’s safety and security standards. Manage site supplies, aid in making conference room reservations, execute employee events, assist with, or place catering orders and provide any additional administrative support and assistance to plant senior leadership team and departments as requested. 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.
• Process all visitors, vendors, and contractors via the building’s online visitor management system applying all company policies and procedures. Make sure the host meets their client in a prompt manner.
• Ensure safety, security, and confidentiality is always held to the highest standard.
• Answer facility main phone line, redirecting calls, and or taking detailed messages.
• Performs administrative duties, such as filing, answering phone calls, IMs, emails in a timely manner.
• Manage incoming and outgoing courier service, sort and process mail and other packages as required. 
• 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 Arizona 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.
• Working knowledge of Microsoft products including but not limited to Outlook, Word, PowerPoint, and Excel.
• Concur, SAP, and SharePoint knowledge a plus.
• Demonstrates strong interpersonal skills with a positive attitude.
• Displays customer service-oriented behavior and is responsive to customer needs in a polished manner.
• Outstanding attention-to-detail and organizational skills
• Strong ability to juggle and prioritize multiple tasks simultaneously.
• Ability to handle stressful situations with poise, understanding, and tact.
• Exemplary use of judgment with a strong ability to maintain a high-level of confidentiality.
• Exhibit regular, reliable, punctual, and predictable attendance.
• Ability to work independently with minimal supervision.

Physical and Travel Requirements

• Minimal travel as 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.
• Regularly uses hands and fingers to operate objects, tools, or controls.
• Frequently required to stand, talk, and hear for periods of time.

#LI-9394

West is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sex, gender identity, sexual orientation, age, marital status, veteran status, or disability status.  If you have a special need that requires accommodation in order to apply to West, please send an email to Apply.Accommodation@westpharma.com.  Where permitted by law, an offer of employment with West Pharmaceutical Services, or any of its subsidiary or affiliate companies, is contingent upon the satisfactory completion of background screening and/or a pre-employment drug screening.