Office Support Specialist

Toyota Industries Corporation•Maryland Heights, MO

About The Position

The Office Support Specialist provides administrative support to the Bastian St Louis Team and provides backup to the Toyota Automated Logistics HQ Administrative Team. This position reports directly to Sr Manager Administrative Solutions.

Requirements

Willingness to learn and thrive in a fast-paced quickly changing environment
Strong proficiency with the full Microsoft Office suite
Professional level written and verbal communication skills and interpersonal abilities
Motivated self-starter with a high level of commitment, ownership, and strong sense of urgency
Excellent organizational skills with attention to detail and an ability to prioritize work
Demonstrate positive attitude, mutual respect, and teamwork among fellow employees
Strong sense of customer service (servant’s heart)
Experience exercising discretion and confidentiality with sensitive company information
Handle high stress situations while remaining a constantly reliable resource.
Take initiative to recognize potential problems as they arise, and independently develop viable solutions.
Must be eligible to work in the USA long term without sponsorship.
Employees must follow all information security policies, protect confidential data, complete required training, and report any suspected security incidents to support our information security controls.

Responsibilities

Greet visitors and direct guests, ensuring check in via Verkada.
Set up safety videos for visitors to watch, issue appropriate safety gear.
Manage office communications including phone calls and specific email boxes
Main backup for Toyota HQ phone coverage.
Manage and assign guest badges utilizing tracking spreadsheet
Act as point person for service contracts including planned maintenance, Executive Dining vendor, cleaning, coffee service, lawn care, irrigation, pest control, snow removal.
Point person for entering service reports for building repairs, follow-ups as needed
Manage the emergency escape roster. Monthly audit to add new team members, remove former team members.
Liaison between St Louis Team and HQ IT Department for servicing copiers and printers.
Manage new employee arrival dates: work with direct manager for location of cubicle or office; assigned cubicle or office clean and ready; nameplate attached; follow up with IT for date of shipping/tracking of new equipment (if applicable – sometimes receives at Base Camp).
Process outgoing small packages for those requiring assistance
Process incoming small packages – take pictures, send to recipient, place in cabinet.
Process incoming US Mail – sort, scan to addressees
Coordinate ordering meal(s) as needed for meetings
Ensure meeting rooms are ready for incoming guests
Maintain coffee stock
Timely expense report coding in to Concur for Corporate Credit Card purchases
Maintain all supplies needed in breakroom.
Print and place paper nameplates for offices and/or cubicles utilizing Marketing template
Keep shared office spaces “hotel spaces” clean and organized
Assist in planning and executing off-site meeting(s).
Assist in entering time sheets for Manufacturing team.
Assist St Louis Leadership in planning local events including their local Volunteer Day, Holidays parties
Assist Culture Committee with execution of corporate culture building activities
Perform additional assignments as directed