Facilities Admin Asst

Dexter Career•Elk Grove Village, IL

About The Position

Dexter Magnetic Technologies is seeking a Facilities Admin Asst to serve as a first point of contact and create a positive impression of the business. The role performs a wide range of 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 to the entire business, including the Executive Team. The role also supports facility safety and security administration, visitor ITAR documentation, key distribution lists, employee onboarding in safety and security systems, and reporting related to safety and maintenance. The position helps coordinate meetings, travel, events, and special projects. Dexter offers a comprehensive benefits package. The stated salary range is $28.00 to $29 per hour.

Requirements

High school diploma or GED equivalent.
At least 3 years of strong administrative work experience.
Proficient computer skills, including Microsoft Office Suite and email.
Maintain a high level of confidentiality regarding sensitive data and information.
Ability to adapt to a continually changing business and work environment.
Demonstrated good judgment, decision-making, adaptability, and teamwork.
Solid time-management skills, including prioritizing and planning short- and long-term work.
Excellent verbal and written communication skills, attentive and active listening, and a professional manner when dealing with 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, with a focus on accuracy, completeness, and following standards, rules, regulations, and requirements.

Nice To Haves

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

Responsibilities

Professionally greet, direct, or assist visitors; ensure they sign in and receive a name tag.
Coordinate, complete, and maintain visitor ITAR documentation in coordination with Compliance.
Provide general administrative support to the business and Executive Team, including daily reporting, scheduling, correspondence, and expenses.
Schedule and organize meetings, appointments, travel, and departmental activities, including lunch orders and dinner reservations.
Manage and maintain key distribution groups and lists, including evacuation groups, Fire Wardens, and First Responder listings for facility safety programs.
Receive, sort, and forward incoming mail; maintain and route publications as needed; assist with mass, special, and certified mailings.
Assist with ordering, receiving, stocking, and distributing office, break room, and janitorial supplies.
Perform administrative tasks such as photocopying, faxing, filing, collating, and data entry.
Prepare memos, correspondence, reports, and other documents, including visual presentations, as required.
Support activity and event coordination, including All Hands Meetings, Social Committee Activities, and the annual summer event.
Back up the Sr. Facilities & HSE Manager for 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 badges, secure-area access, evacuation group assignments, and 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.