Administrative Assistant I

First Solar (US) • Perrysburg, OH

2d • Onsite

About The Position

Directly responsible for front desk operations and delivering a professional, high-quality experience for customers, executives, and visitors to the site. This role supports customer tours (including high-profile and executive-level tours), manages incoming mail and office supply operations, and provides administrative and operational support to the site. The position also supports digital and AI-enabled administrative initiatives to improve efficiency, accuracy, and customer experience.

Requirements

• High School Diploma or GED required.
• 2 to 3 years of administrative experience, office operations, front desk, customer service, or hospitality-adjacent role required.
• Proven ability to exercise sound judgment, manage confidential information, and represent the organization professionally to internal and external stakeholders.
• Demonstrated experience working in a fast-paced, high-visibility environment with frequent interruptions and competing priorities.
• Strong customer service and hospitality mindset with the ability to interact confidently with executives, customers, and external partners.
• Ability to manage high-visibility, time-sensitive activities with professionalism and discretion.
• Comfort using AI-assisted tools to draft communications, summarize information, manage workflows, and improve productivity.
• High attention to detail with the ability to anticipate needs and proactively resolve issues.
• Strong organizational skills with the ability to juggle front desk responsibilities while supporting tours and administrative tasks.
• Digital fluency with Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint) and openness to learning new tools and automation platforms.
• Experience supporting customer visits, site tours, or executive engagements.
• Basic understanding of process improvement or continuous improvement mindset.
• Experience maintaining standard work or checklists.
• Visual presentation skills (basic PowerPoint / signage prep).
• Calm, professional demeanor under pressure.

Nice To Haves

• College degree preferred.

Responsibilities

• Serve as primary coordinator and host for customer, executive, and high-profile site tours, ensuring a professional and seamless visitor experience.
• Coordinate tour logistics including schedules, security clearance, PPE, badging, room reservations, catering, AV needs, and cross-functional participation.
• Prepare tour materials, agendas, signage, and briefing packets as needed.
• Act as the front-of-house representative for the site, greeting and directing visitors in a professional and welcoming manner.
• Manage front desk operations including incoming calls, visitor check-in, badge issuance, and guest coordination.
• Oversee incoming and outgoing mail and package distribution.
• Own office supply inventory, ordering, stocking, and cost tracking to ensure uninterrupted site operations.
• Support sitewide administrative needs including catering requests, room setups, and event logistics.
• Provide administrative support including document preparation, proofreading, formatting, filing, and data entry.
• Assist with P-card purchases, reconciliations, purchase requisitions, and expense-related documentation.
• Maintain SharePoint sites and administrative directories related to office operations and tours.
• Support meetings, trainings, and events including logistics, notes, and follow-up actions.
• Leverage AI tools (e.g., Microsoft Copilot, Power Automate, and related platforms) to streamline administrative workflows, improve accuracy, and reduce manual effort.
• Assist with the creation and maintenance of AI-supported templates, checklists, dashboards, and standard operating procedures for tours, front desk operations, and office management.
• Support automation of routine administrative tasks such as visitor tracking, supply requests, scheduling reminders, and reporting.
• Partner with the Office Manager to identify opportunities to improve customer and associate experience through digital tools and AI-enabled processes.
• Maintain data accuracy and confidentiality when using AI and digital systems.
• Other job duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED