Facilities Admin Asst

Dexter Magnetic Technologies • Elk Grove Village, IL

22h • $28 - $29

About The Position

Dexter Magnetic Technologies is hiring a Facilities Admin Asst to serve as a first point of contact and create a positive impression of the business. The role performs varied administrative tasks, including greeting visitors, providing information to the public, clients, and customers, handling mail, requisitioning supplies, and providing general office support.

The position reports directly to the Sr. Facilities Maintenance & HSE Manager and provides administrative support across the business, including to the Executive Team. It also supports facility safety and security processes, event coordination, and special projects.

Requirements

• High school diploma or GED equivalent.
• At least 3 years of strong administrative work experience.
• Proficiency with computers, including Microsoft Office Suite and email.
• Ability to maintain confidentiality regarding sensitive data and information.
• Ability to adapt to a changing business and work environment.
• Good judgment, decision-making, adaptability, and teamwork.
• Strong time-management skills, including prioritizing work and planning for immediate and longer-term needs.
• Excellent verbal and written communication skills, including attentive and active listening.
• Professional manner and ability to relate well to others.
• Prompt, thorough, and accurate completion of assignments.
• Ability to manage many tasks and a heavy workload.
• Strong organizational and problem-solving skills.
• High attention to detail and quality, including accuracy, completeness, and adherence to standards, rules, regulations, and requirements.

Nice To Haves

• Associate or bachelor's degree preferred.
• Experience planning meetings or events is highly desirable.

Responsibilities

• Professionally greet, direct, and assist visitors; ensure visitors sign in and receive name tags; coordinate and maintain visitor ITAR documentation with Compliance.
• Provide general administrative support to the business and Executive Team, including daily reporting, scheduling, correspondence, and expense-related tasks.
• Schedule and organize meetings, appointments, travel, and departmental activities, including lunch orders and dinner reservations.
• Manage and maintain distribution groups and lists for evacuation groups, Fire Wardens, and First Responders for facility safety programs.
• Receive, sort, and forward incoming mail; maintain and route publications; assist with mass, special, and certified mailings.
• Assist with ordering, receiving, stocking, and distributing office, break-room, and janitorial supplies.
• Perform general administrative tasks such as photocopying, faxing, filing, collating, and data entry.
• Prepare memos, correspondence, reports, presentations, and other documents as required.
• Support activities and events, including All Hands Meetings, Social Committee activities, and the annual summer event.
• Back up the Sr. Facilities & HSE Manager on key Safety and Maintenance metric reporting, including attending daily meetings and providing status updates when the manager is absent.
• Administer new-employee setup in Safety and Security systems, including creating security badges, assigning secure-area access, assigning emergency evacuation groups, and assigning required Safety Training based on employee roles and OSHA requirements.
• Perform other administrative duties, assist with special projects, and carry out other related duties as assigned.

Benefits

• Medical/Rx, dental, and vision coverage.
• Flexible Spending Accounts.
• Basic Life/AD&D, including dependent coverage, 100% company paid.
• Short-Term Disability and Long-Term Disability; Long-Term Disability is 100% company paid.
• Supplemental Life/AD&D.
• 401(k) with company match.
• Tuition assistance after 1 year.
• Paid time off.
• 11 paid holidays.

What This Job Offers

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