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Title:  Front Desk Administrative Assistant

Requisition ID:  55633
Date:  Sep 22, 2022
Location: 

Tempe, Arizona, US

Department:  Administration
Description: 

 

 

Working at West means having an opportunity to work by the side of our patients and customers, our global team members and the communities in which we operate – which all help contribute to a Healthier World.

 

At West, we are by the side of patients. The work we do impacts patients’ lives each and every day – our products are a critical part of healthcare delivery and we are proud of the role we play to improve patient health. We work by the side of our team members. We come together as one global team to deliver for our customers and help them address their challenges. We are a diverse, close-knit community of professionals, where everyone has a voice and opportunity to learn and grow through mutual trust and respect. With a 95 year plus history, we have a track record for success, which includes reported sales of $2.14B in 2020. We serve by the side of our community. Giving back is in our DNA—our team members across more than 50 sites globally are involved with hundreds of charities that have special meaning to them through our West Without Borders team member-led giving program.

 

POSITION SUMMARY:  

 

Here at West, the coordinator assists along with the Front Desk Admin to be the “First Impression” employee who serves visitors by greeting, welcoming, and directing them appropriately. This position is responsible for performing plant and administrative duties in a professional and courteous manner with a strong emphasis on Customer Service both internal and external.

 

Essential Duties and Responsibilities:

  • Executes opening and closing front desk procedures
  • Welcomes visitors by greeting them, in person or on the telephone as well as answering or referring all inquiries
  • Ensures security is held to the highest standard at all times by following procedures, monitoring logbooks and issuing badges
  • Maintains highest level of customer service and confidentiality to internal and external customers
  • Exhibits highest level of integrity, courtesy and professionalism at all times
  • Maintains safe and clean reception area
  • Performs clerical duties, such as filing, faxing, answering phone calls, and responding to emails
  • Drafts general correspondence, faxes, emails, etc. and distribute as required
  • Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office
  • Sorts and processes both incoming and outgoing mails
  • Maintains inventories of office supplies as well as conference room and kitchen supplies
  • Responsible for stocking all supplies throughout campus
  • Ensures conference rooms and other meeting spaces are prepared prior to customer visits
  • Assists with in-house and offsite meetings, conference room reservations, catering set up and clean-up and other related items
  • Assists in the organization and execution of company or department events and fundraising
  • Coordinates interoffice communications in a clear and concise manner
  • Contributes to team efforts by accomplishing related results as needed
  • Ensure COVID 19 polices and procedures are enforced for the safety of the employees
  • Assist Supply Chain personnel with data processing using SAP
  • Other duties as assigned

 

BASIC QUALIFICATIONS:

  • Education: High School or Equivalent; Associates, Bachelors or equivalent experience preferred
  • Experience: 0-3 years
  • Customer service
  • Phone Etiquette
  • Discretion
  • Listening
  • Acute attention to detail
  • Strong verbal and written communication skills
  • Ability to create, compose, and edit written materials.
  • Intermediate level of experience with Microsoft Office Suite
  • Familiarity with office equipment, such as fax machines, copy machines, and phone systems
  • Organizing and coordinating skills
  • Prioritization and problem-solving
  • Research and analysis
  • Records maintenance skills
  • Ability to handle multiple tasks and duties simultaneously
  • SAP knowledge a plus
  • Other duties as assigned

 

Preferred, Knowledge, Skills & Abilities:

  • Independently motivated, with the ability to take on tasks and duties without immediate direction
  • Ability to work independently and as a member of various teams.
  • Ability to build and maintain positive working relationships
  • Ability to work well under pressure

 

Travel Requirements:

  • Minimal 

 

 

 

 

 

 

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.

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