Administrative Assistant - Workplace Services

Coherent Corp.•Saxonburg, PA

1d•$20 - $26

About The Position

The Administrative Assistant – Workplace Services supports reception, visitor management, site security administration, and workplace operations at Coherent’s Saxonburg location. The role greets visitors, prepares for scheduled arrivals, follows visitor sign-in and documentation procedures, and ensures guests understand site requirements. It maintains the Envoy visitor login system, Galaxy badging system, and CCTV system, and routes calls and intercompany mail appropriately. The position also provides administrative support to Facilities, EHS, and HR, including contractor-safety records and paperwork, supply-order coordination, Concur transactions and monthly expense reports, seating and vacancy records, and monthly utilities-usage updates. The work takes place in an office environment within a manufacturing plant and requires following site and corporate EHS procedures. Depending on location, the role may also support applicable quality and environmental management system standards.

Requirements

High school graduation or equivalent required.
Proficiency with Microsoft Outlook, Word, PowerPoint, and Excel.
Ability to operate general office equipment, including scanners, fax machines, and copiers.
Excellent organization skills and strong attention to detail.
Strong written and verbal communication skills.
Ability to maintain confidential information.
Strong interpersonal, teamwork, and problem-solving skills.
People-oriented approach with a focus on exceptional customer service.
Ability to learn and operate the site’s Galaxy badging system.
Ability to learn and operate the site’s CCTV system.
Ability to perform physical tasks in various positions, including standing, crouching, kneeling, and reaching.
All employees must follow site EHS procedures and Coherent Corp. Corporate EHS standards.

Nice To Haves

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

Responsibilities

Greet visitors to the Saxonburg site professionally and prepare for daily visitors and the sign-in process.
Follow visitor procedures, including requesting and documenting identification where applicable, assigning badges, and ensuring required IP forms and other documentation are completed.
Explain Coherent visitor procedures to outside visitors, guests, and consultants.
Contact Trade Compliance and/or EHS about visitor issues or concerns before allowing visitors to leave the reception area.
Ensure visitors sign appropriate documentation and that regular visitors update documentation according to retention guidance, including IP and visitor logs.
Set up and maintain the site’s Envoy visitor login system.
Answer and direct incoming calls to the appropriate department.
Maintain the Galaxy badging system, including creating badges for new hires, terminating access for separations, and updating access as requested by leadership.
Maintain and operate the site’s CCTV security camera system, monitor for suspicious activity while at the front desk, assist Facilities and HR with incident investigations, and report camera issues to the Site Facilities Manager.
Facilitate intercompany mail exchange with the courier and deliver mail to the appropriate individual or department.
Perform opening and closing procedures for the front desk and reception area.
Provide administrative support to Facilities, EHS, and HR.
Assist EHS with administration of the site contractor-safety program, including maintaining contractor-safety records, certificates of liability, daily contractor logs, and related 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 Saxonburg site occupancy.
Maintain spreadsheets tracking site utilities usage and send monthly updates to appropriate departments.
Perform other duties as assigned.
Follow site EHS procedures and Coherent Corp. Corporate EHS standards.
Depending on location, support execution and maintenance of applicable ISO 9000, 9001, 14001, or other quality and environmental management system standards.
Adhere to Coherent’s ICARE values: Integrity, Collaboration, Accountability, Respect, and Enthusiasm.