IPS - Rubbercraft is seeking a highly organized and proactive
Sr Administrative Assistantant/Front Desk Specialist to support Rubbercrafts office management tasks. The ideal candidate will have multitasking experience in a fast-paced environment and be responsible for a variety of administrative tasks, including preparing and consolidating content for monthly all-hands meetings, managing the swag store, and ensuring the functionality of live dashboards.
About IPS: Integrated Polymer Solutions (IPS) is a leading developer and manufacturer of advanced materials and engineered components, specializing in high-value end markets such as aerospace, defense, medical, semiconductors, robotics, energy, and industrial applications. IPS is comprised of 10 highly respected brands, each recognized for their expertise and innovation: AkroFire, ABBA Roller, Icon Aerospace Technology, IRP Medical, MAST Technologies, Northern Engineering Sheffield (NES), Rubbercraft, Swift Textile Metalizing (STM), RMB Products, and SPIRA Manufacturing.
Our extensive product portfolio includes elastomeric seals, gaskets, tooling, hoses, ablatives, survivability tiles, coatings and tapes, EMI and thermal shielding, electrically conductive metalized fabrics, and encapsulated O-rings-all designed to meet the most demanding performance requirements in mission-critical applications.
Reporting Structure - Direct Line - RCC VP/GM
- Dotted Line - Commercial Director
Working Conditions - Onsite at Rubbercraft Long Beach, California. Daily availability during work hours is required. Travel 50% to manufacturing supplier sites and customer locations as required.
- Standard office environment. Work requires substantial visual concentration on detail. Working conditions are normal for a manufacturing environment.
- Manufacturing operations may require the use of safety equipment to include but not limited to: eye safety glasses, gowning, masks, hearing protectors, heel/wrist straps and any other required PPE
- May be exposed to unusual environmental conditions such as loud noises, cold temperatures, confined spaces, dust or fumes
- Standing: 30% percentage is approximate and may vary depending on work task / Sitting: 70% percentage is approximate and may vary depending on work task / Lifting (in pounds): up to 20 pounds / Pushing (in pounds): up to 20 pounds / Mental/Visual: use of computer / Workspace (line, cube, etc): Office or Cubicle
Main Duties and Responsibilities:Customer & Front desk support responsibilities - Check mailbox throughout the day, forward RFQ's to the designated ISR or Sr. CSR.
- Front Desk Management: Attend the front desk, manage phone intake, and properly direct inquiries from new customers and handle customer complaints.
- Making "welcome screens" for customers (when requested). Ensure that is posted on TVs. Turn on lobby TV's every morning.
- Welcome and check-in customers/contractors on the IPAD (When a visitor is checking in - Verify US Person requirements and provide the correct color badge (Blue or Red
- Gathering information for required customer surveys as requested by the commercial department.
- Reserving conference rooms for customer meetings. Ordering lunch for customer meetings when requested and approved. Ensuring that all supplies and meals are on-time for customers.
Office management responsibilities - Managing, ordering and controlling office supplies. Order through Staples every Friday. Restocking supplies every morning.
- Organize documents, maintain records, and ensure confidentiality of sensitive information. Sorting out the mail and getting it to the correct person
- Restock all fridges (small fridge upstairs and downstairs).
- Make sure that coffee machines are stocked with pods, brew coffee on the other coffee machine, /tea/cups/utensils etc. Upstairs Keurig should also be stocked with pods & utensils.
- Making coffee in the breakroom on all 3 machines, put sugar & creamer out for the employees, & restock cups throughout the day (also for 2nd shift)
- Checking the TV's in sales are up & running, setting up the screens in the "Rainmaker War Room"
- Organize the conference rooms for morning readiness.
- Supporting All-Hands. Prepare and consolidate content for the monthly Site all-hands meetings. Coordinate with IT and Facilities to ensure Media-Audio functionality. Ensure invitations and information are sent on time.
- Maintain and manage the swag store, ensuring the token program works correctly and records are maintained.
- Ensure live/TV dashboards in the front-end dashboard and runway review area are on and displaying current information every day.
- Prepare memos and SLT communications, proficient in communications design. Assist with RC social media monitoring. Manage employee business card requirements.
- Email safety topic every week along with a sign in sheet. Consolidate training record and add it to the "Rubbercraft Environmental and Safety Binder". Updating the "RCC Environmental and Safety Binder" as needed.
- Participate in the "Event's Committee" Support the organization of company and customer events.
- Assume additional responsibilities as required.
Additional Comments: The essential functions have been provided as examples of the type of work performed by employees assigned to this job classification. The Company reserves the right to modify the work assignments and/or to make reasonable accommodations so that qualified employees can perform the essential functions. The job description is not intended to be an all-inclusive list of duties and responsibilities. It is intended to describe the general nature of the position.
Job Specifications:Education: High School Diploma required. Desirable Associate degree or higher in Business Administration or related field.
Years Experience: - Minimum of 2+ years of experience as an executive assistant, office manager, communication specialist preferably in high pace environment.
- 2+ years of experience in media and graphic design producing banners, signages, videos, etc. required
Requirements: Any combination of education and experience providing the required skill and knowledge for successful job performance will be considered. Typical qualifications would be:
- Required proven experience as office manager, executive assistant, in a fast paced business.
- Demonstrated track record of successfully multi-tasking and delivering on-time tasks.
- Regular, predictable attendance is required.
- Ability to work independently and as part of a team.
- Flexibility to adapt to changing priorities and handle multiple tasks simultaneously.
- Excellent organizational, communication, and interpersonal skills; proficiency in Microsoft Office Suite; ability to maintain confidentiality; strong attention to detail.
Benefits: At Integrated Polymer Solutions, we recognize how important your career and benefits are to you and your family. We offer a full suite of benefits, including medical, dental, vision, short and long-term disability coverage, accident insurance, critical illness insurance, basic and supplemental life insurance, employee assistance plan, retirement savings and matching, and other developmental opportunities. We are committed to supporting the way you live and work.
IPS is an Equal Opportunity Employer Veterans/Disabled - Affirmative Action Employer.
This position requires using information subject to the International Traffic in Arms Regulations (ITAR). All applicants must be U.S. persons within the meaning of ITAR. ITAR defines a U.S. person as a U.S. Citizen, U.S. Permanent Resident (i.e. 'Green Card Holder'), Political Asylee, or Refugee.
(Actual placement within the salary range is dependent on multiple factors, including but not limited to skills, education, experience and location)
M-F 6:45 AM-4:00 PM