Administrative Assistant - Workplace Services
Coherent
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- Location
- Saxonburg, PA
- Work style
- On-site
- Job type
- Full time
- Posted
- Oct 27
- 1 day ago
Career path
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About the company
Coherent
Semiconductors · 10,001+ employees
What you'll do
- 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.
- 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.
- Office environment within manufacturing plant.
- Extended periods of sitting or standing.
- Able to perform physical tasks in various positions: standing, crouching, kneeling, reaching.
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Read the full posting here
The Administrative Assistant supports reception and workplace services at the Saxonburg facility, helping create a safe, professional, and welcoming environment for employees and visitors. The role coordinates front desk activities, supports site security and telecommunications, and provides onsite administrative support to the Facilities team and other departments throughout the facility.