Administrative Assistant - Workplace Services

Primary Duties & Responsibilities

• Greet visitors to the Saxonburg site in professional manner.
• Review daily visitors to site and prepare accordingly for sign-in process.
• Follow visitor procedure by requesting and documenting (where applicable) identification, assigning appropriate badge to visitors, and ensuring IP form is completed.
• Ensure that all outside visitors/guests and/or consultants are aware of the Coherent visitor procedures.
• Contact Trade Compliance and/or EHS regarding any issues or concerns involving visitors before allowing them to leave the reception area.
• Make sure visitors sign all appropriate documentation and regular visitors update signed documentation according to retention guidance including IP and Visitor logs.
• Set up and maintain the site’s Envoy visitor login system.
• Answer and direct all incoming calls to appropriate department in polite manner.
• Maintain Galaxy badging system including creation of badges for new hires, terminating access for separations, updating access as requested by leadership.
• Maintain and operate the Site’s CCTV security camera system. Monitor the system for suspicious activity while at the front desk and assist Facilities and HR with incident investigation. Report any camera issues to Site Facilities Manager so that repairs can be made in a timely manner.
• Facilitate intercompany mail exchange with courier and ensure mail is delivered to appropriate individual/department.
• Perform opening and closing procedures for front desk and reception area.
• Provide administrative support to Facilities, EHS, HR.
• Assist EHS with all administrative work regarding the site’s contractor safety program. This includes but is not limited to maintaining all records regarding contractor safety programs, Certificates of Liability paperwork, daily contractor logs and other administrative paperwork.
• Assist with requests to order supplies 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 Saxonburg location.
• Maintain spreadsheets tracking site utilities usage and send updates out monthly to appropriate departments.

• Other duties as assigned.

Education & Experience

• High school graduate or equivalent required. Associates degree is preferred.
• 1-3 years in an administrative position preferred.

Skills

• Experience with SAP/Oracle and ADP/Kronos or similar systems preferred.
• Proficient in Microsoft products including Outlook, Word, PowerPoint, and Excel.
• Ability to operate general office equipment (scanning, fax, copier).
• Excellent organization skills and strong attention to detail.
• Strong written and verbal communication skills.
• Ability to maintain confidential information.
• Strong interpersonal, teaming, and problem-solving skills.
• People-oriented with a focus on delivering exceptional customer service.
• Ability to learn and operate site’s Galaxy badging system.

• Ability to learn and operate site’s CCTV system.

Working Conditions

• Office environment within manufacturing plant.

Physical Requirements

• Extended periods of sitting or standing.
• Able to perform physical tasks in various positions: standing, crouching, kneeling, reaching.

Safety Requirements

All employees are required to follow the site EHS procedures and Coherent Corp. Corporate EHS standards.

Quality and Environmental Responsibilities

Depending on location, this position may be responsible for the execution and maintenance of the ISO 9000, 9001, 14001 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.

Culture Commitment

Ensure adherence to company’s values (ICARE) in all aspects of your position at Coherent Corp.:

Integrity - Create an Environment of Trust

Collaboration - Innovate Through the Sharing of Ideas

Accountability - Own the Process and the Outcome

Respect - Recognize the Value in Everyone

Enthusiasm - Find a Sense of Purpose in Work

Coherent Corp. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

If you need assistance or an accommodation due to a disability, you may contact us at [email protected].