Administrative Assistant - Workplace Services

Coherent•Saxonburg, PA

1d•Onsite

About The Position

The Administrative Assistant supports Workplace Services at Coherent Corp.’s Saxonburg site. The role serves as the front-desk contact for visitors and incoming calls, administers visitor access and documentation, maintains badging and CCTV systems, and provides administrative support to Facilities, EHS, and HR. Additional duties include coordinating mail and supply orders, processing expense transactions, and maintaining site occupancy and utilities records. The position is based in an office environment within a manufacturing plant. It requires following site EHS procedures and corporate EHS standards. Depending on location and assigned responsibilities, the role may also support the maintenance or execution of applicable quality and environmental management system standards.

Requirements

High school graduate or equivalent required.
Proficient with Microsoft Outlook, Word, PowerPoint, and Excel.
Able to operate general office equipment, including scanners, fax machines, and copiers.
Excellent organizational skills and strong attention to detail.
Strong written and verbal communication skills.
Able to maintain confidential information.
Strong interpersonal, teamwork, and problem-solving skills.
People-oriented approach with a focus on exceptional customer service.
Able to learn and operate the site’s Galaxy badging system and CCTV system.
Able to perform physical tasks while standing, crouching, kneeling, and reaching, and to sit or stand for extended periods.

Nice To Haves

Associate degree preferred.
One to three years of experience in an administrative position preferred.
Experience with SAP/Oracle and ADP/Kronos or similar systems preferred.

Responsibilities

Greet visitors to the Saxonburg site professionally, review daily visitor schedules, and prepare for visitor sign-in.
Follow visitor procedures, including requesting and documenting identification where applicable, assigning badges, ensuring IP forms are completed, and explaining visitor procedures to guests and consultants.
Contact Trade Compliance and/or EHS about visitor concerns before visitors leave the reception area; ensure visitors sign required documents and regular visitors update documentation according to retention guidance.
Set up and maintain the site’s Envoy visitor login system.
Answer and direct incoming calls to the appropriate department politely.
Maintain the Galaxy badging system, including creating new-hire badges, terminating access for separations, and updating access at leadership’s request.
Operate and monitor the site CCTV system for suspicious activity and assist Facilities and HR with incident investigations; report camera issues to the Site Facilities Manager.
Coordinate intercompany mail exchange with the courier and ensure mail reaches the appropriate person or department.
Perform front-desk and reception-area opening and closing procedures.
Provide administrative support to Facilities, EHS, and HR.
Support EHS administration of the contractor safety program, including records, Certificates of Liability paperwork, daily contractor logs, and related administrative paperwork.
Assist with supply-order requests and coordinate orders with Purchasing.
Record transactions in Concur and complete monthly expense reports.
Maintain site seating charts and vacancy logs to track occupancy at the Saxonburg location.
Maintain spreadsheets tracking site utility usage and send monthly updates to appropriate departments.
Perform other duties as assigned.
Follow site EHS procedures and Coherent Corp. Corporate EHS standards; support applicable quality and environmental management system responsibilities depending on location and role.