Office Supervisor

Position Description

Ata Glance

Legrandhas an exciting opportunity for aOffice Supervisorto join theData Center Power and Control TeaminReno, NV. The Office Supervisor will provide clerical and administrative support for the Executive team. This position will draft correspondence, schedule appointments, make meeting arrangements, prepare reports, manage service providers and contracts, contract tracking between business partners and legal, and provide exceptional customer service to answer questions and provide Company information to the general public, customers, visitors, and other interested parties.

The Office Supervisor will oversee the receptionist and their duties, order necessary supplies, and ensure the smooth operation of the facility. This position ensures that all assigned duties are performed quickly, efficiently and according to the established departmental and company policies, procedures and goals.

What Will You Do?

• Oversee receptionist and the required duties including manning the front entry during working hours.
• Provide administrative support for the Executive Team. Prepare meeting materials. Attend meetings and provide documentation/meeting minutes.
• Screen phone calls and requests. Respond to requests on behalf of the Executive Team.
• In coordination with the department leaders, prepare presentation for the monthly Key Performance Metric meeting.
• Prepare weekly, monthly, and quarterly reports for Executive Team.
• Compile and maintain market and competition data for use by the Executive Team.
• As directed, prepare local, domestic, and international travel arrangements. Including air travel and hotel accommodations.
• Read and analyze incoming memos, submissions, and reports to determine proper handling and distribution of documents.
• File and retrieve corporate documents, records, and reports.
• Oversee all contracts and vendors to ensure smooth operation of the facility (i.e., landscaping, facility maintenance, janitorial, etc.)
• Liaison between department personnel and Legal for contract review, NDA, etc…
• Responsible for File storage and organization of contracts for main facility.
• Negotiate purchase of office supplies and equipment and supervises receiving and shipping of necessary supplies.
• Issue appropriate purchase requisitions and negotiates contracts for maintenance of various equipment.
• Supervise maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.
• Establishes and maintains vendor databases for all office products and services. Provide exceptional customer service to respond to routine questions and provide information in a timely manner.
• Use appropriate resources to determine answers to questions from customers or members of the public.
• Transmit information or documents to customers and management, using computer, mail, or facsimile machine.
• Coordinate food orders for meetings. Verify quantities needed, contact restaurant, place order, coordinate food delivery and take food to designated meeting room or area. Set up designated meeting room or area with utensils and beverages as needed.
• Coordinate local company functions including the summer picnic and holiday party.
• Contact vendors and schedule repairs for emergency issues with the building.
• Keep a current record of Executive Team schedules and availability.
• Respond to department voice mail messages and e-mail and coordinate follow up responses.
• Complete special projects as assigned.
• Perform other duties as assigned.

Education:

• Bachelor's degree from four-year college or university with an emphasis in Business Management; or equivalent combination of education and experience.

Experience:

• Minimum of 3 years of experience in administration. Previous experience providing executive administrative support preferred.

Preferred Skills:

• Effective oral and written communication skills with the ability to provide information across multiple groups.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Effective oral and written communication skills with the ability to provide information across multiple groups in the Company including Operations, Engineering, Marketing, and Sales.
• Strong organizational and planning skills and the ability to work independently.
• Ability to handle sensitive information with the highest degree of integrity and confidentiality.
• Advanced computer proficiency with knowledge of Microsoft Office products (Word/Excel/Outlook/PPT).
• Familiarity of ISO 9000 standards and audit process.

Desired Competencies
:

• Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.
• Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works…