Administrative Assistant - Workplace Services

Responsibilities

The Administrative Assistant manages the front desk, greets visitors, and oversees site security systems including badging and CCTV. They also provide administrative support to the Facilities, EHS, and HR departments, including contractor safety documentation and office supply coordination.

Requirements

Candidates must have a high school diploma or equivalent, with an associate degree preferred. The role requires 1-3 years of administrative experience and proficiency in Microsoft Office products.

Skills

• Reception
• Administrative support
• Security monitoring
• Badging systems
• Microsoft Office
• Customer service
• Data entry
• Communication
• Organization
• Problem-solving
• Interpersonal skills
• Attention to detail
• Contractor safety program support
• Expense reporting
• Office equipment operation

About this role

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 talentacquisition@coherent.com [talentacquisition@coherent.com].

Coherent is a global leader in lasers, engineered materials and networking
components. We are a vertically integrated manufacturing company that develops
innovative products for diversified applications in the industrial, optical
communications, military, life sciences, semiconductor equipment, and consumer
markets. Coherent provides a comprehensive career development platform within an
environment that challenges employees to perform at their best, while rewarding
excellence and hard-work through a competitive compensation program. It's an
exciting opportunity to work for a company that offers stability, longevity and
growth. Come Join Us!

Note to recruiters and employment agencies: We will not pay for unsolicited
resumes from recruiters and employment agencies unless we have a signed
agreement and have required assistance, in writing, for a specific opening.

About Coherent Corp.

Semiconductor Manufacturing · 10,001+ employees