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ZEISS Group

Facilities Administrative Assistant/ Receptionist

About Us:
How many companies can say they’ve been in business for over 179 years?!
Here at ZEISS, we certainly can! As the pioneers of science, ZEISS handles the everchanging environments in a fast-paced world, meeting it with cutting edge of technologies and continuous advancements. ZEISS believes that innovation and technology are the key to a sustainable future and solutions for global change. We have a diverse range of portfolios throughout the ZEISS family in segments like, Industrial Quality & Research, Medical Technology, Consumer Markets and Semiconductor Manufacturing Technology. We are a global company with over 42,000 employees and have over 4,000 in the US and Canada alone! Make a difference, come join the team!
What’s the role?
Performs complex tasks in regard to paperwork and administrative work, monitors post cycles and appointments, makes contacts.
Sound Interesting?
Here’s what you’ll do:
  • Administrative Assistant/Front Desk Position.
    • Responsible for greeting and welcoming all visitors: Ensure customers and vendors sign in at the front desk and advise company policy (e.g.: safety, security, restrooms etc.).
  • Represent ZEISS in a professional manner on the phone, through e-mail, and in-person interfacing effectively with guests and others at all levels throughout the organization.
  • Coordinates the reception area: Notify host when visitor(s) arrives.
  • Coordinates conference room bookings and meeting logistics.
  • Maintain facility calendar/s to ensure events, meetings, and other gatherings are tracked and do not overlap.
    • Support customers’ visits and events in all IQS locations on the facility calendar when dates are sent.
  • Ensure compliance of Security, Safety, and Corporate Policy with visitors.
    • E.g.: close doors, make sure doors are locked.
    • Proper attire, visitor/contractor badges are visible.
  • Badge Management (on/off boarding)
    • Responsible for training, temp and visitor badges checked out at the front desk.
    • New Hire Badges.
    • Location Specific
    • Takes pictures and sends data to the IT Security Team.
  • In liaison with the IQS Visitor Experience Manager, Facility Manager and Executive Assistants, support site preparation and organizing catering when necessary.
    • Coordinate with event planner on handling personal events or large parties (decorations, themes, food, food trucks, bagel day and giveaways).
    • Coordinate with event planner event details: seating, dining, and guests lists.
    • Assist with setup and take down of event items along with event hosts.
    • Set up conference rooms for large meeting and gatherings.
    • Provides food ordering recommendations for department meetings.
      • Meeting host is to order food with corporate charge card.
    • Stock Boardroom/Executive Conference Room refrigerator with waters/sodas, snacks or condiments needed (napkins, creamers).
    • Stock student lounge with approved items.
    • Check that cleaners discard the event food after the 2nd day of an event.
    • Assist with Events Committee or Facilities in community event programs.
      • E.g.: Holiday Party, Forgotten Harvest, Meals on Wheels, Toys for Tots. etc.
      • Kelly Promotion clothes distribution.
  • Provide general administrative support in all SSC facilities focusing on the following:
    • Fiori (PO requests for vendors) for services requested.
    • Be informed of support tools and processes which can be recommended to colleagues to help them with the request. For example, where to locate shipping forms, company. insurance information, facility requests, company documents, and purchase requisitions.
    • Assist the Marketing Team with light AV/AVI items (e.g.: monitors, welcoming, customer/media content, meeting agendas, brochures, signs, and other media related information.)
    • Assist with ZEISS giveaway bags for customers and monitor giveaway stock items in Wixom.
    • Other administrative duties as needed or directed.
Primary Duties and Responsibilities: Facilities
  • Assist with emergency procedures and ERT team in case of emergency.
  • Maintain records, invoices, service contract, and vendor documentation filing in proper facility folder locations.
  • Facility cleanliness/issues
    • Monitoring Facility Request system and executing assigned tickets.
    • Responsible for the facilities cleanliness by instructing the janitorial service.
  • Responsible for select facility inventory
    • Coffee and Janitorial.
    • Snacks, Sodas/Juices (occasional larger meetings).
    • Office Supplies (paper, pens, batteries, fill printer stations).
  • Sustainability Management:
    • Ensures packaging for supplies used in common areas, i.e. breakrooms, meeting rooms, coffee niches, etc. is biodegradable or recyclable.
    • In coordination with the Facility Manager’s and Sustainability team, proposes and implements strategies to address site specific environmental concerns including energy use, conservation, reduction of pollution, recycling, and general education on sustainability.
Do you qualify?
Education
  • High School Diploma or GED required
  • Minimum of 3-5 years related experience
  • Business, Hospitality or Event management certificate a plus
Work Experience
  • Excellent verbal and written communications skills
  • Experience with MS Office knowledge, including MS Word, Excel, PowerPoint, Outlook
  • Ability to work under pressure and maintain composure in a rapidly changing environment.
  • Handle time constraints while multi-tasking
  • Detail and team oriented
  • Willingness to take initiative, prioritize assignments, and work through interruptions with minimal supervision.
  • Outstanding organizational and time management skills
  • Superior administrative and proofreading skills
  • Works independently and within a team on special nonrecurring and ongoing department projects.
  • Ability to make decisions and handle difficult and confidential issues
  • Proactive in resolving problems
  • Discretion and confidentiality
  • Effectively responds to questions/problems and follows up to ensure necessary action has been taken.
  • Flexible and willing to collaborate with other team members.
We have amazing benefits to support you as an employee at ZEISS!
  • Medical
  • Vision
  • Dental
  • 401k Matching
  • Employee Assistance Programs
  • Vacation and sick pay
  • The list goes on!
Your ZEISS Recruiting Team:
Christina Choing, Holly Greenwood-Mosher
Zeiss provides Equal Employment Opportunity without unlawful regard to an Applicants race, color, religion, creed, sex, gender, marital status, age, national origin or ancestry, physical or mental disability, medical condition, military or veteran status, citizen status, sexual orientation, pregnancy (includes childbirth, breastfeeding or related medical condition), genetic predisposition, carrier status, gender expression or identity, including transgender identity, or any other class or characteristic protected by federal, state, or local law of the employee (or the people with whom the employee associates, including relatives and friends).

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