Customer Service Assistant

Key Responsibilities:

1. Visitor Reception:

• Greet and welcome all visitors, including clients, contractors, suppliers, and job applicants, in a professional and friendly manner.
• Direct visitors to the appropriate departments or personnel within the plant.
• Ensure visitor safety by following the plant’s security protocols, including signing in and issuing visitor badges.
• Maintain an updated visitor log for security and company records.

1. Phone and Email Management:

• Answer and direct incoming phone calls to the appropriate departments or staff members.
• Take messages for absent or unavailable employees and ensure timely delivery.
• Respond to general inquiries via email and direct more specific inquiries to the correct person or department.

1. Administrative Support:

• Provide general administrative support such as filing, organizing, and managing office supplies.
• Scan documents from order entry, factory and shipping and ensure their organized and stored.
• Provide customer service support.
• Help with internal communication between departments and assist with the distribution of documents or messages.

1. Customer and Supplier Interaction:

• Act as the first point of contact for suppliers and customers, providing information or directing them to the appropriate department.
• Ensure that all front desk deliveries, shipments, and shipments are logged correctly.
• Coordinate with warehouse and logistics teams to ensure smooth processing of goods.

1. Health and Safety Compliance:

• Ensure visitors are informed about safety protocols, including wearing appropriate safety gear (PPE) when required.
• Assist with the distribution of safety and visitor information upon entry.
• Maintain awareness of the plant’s health and safety policies and ensure they are followed by visitors and external personnel.

1. Facility Management:

• Ensure the reception area is clean, organized, and fully stocked with necessary materials (e.g., brochures, forms, office supplies).
• Monitor security cameras or check access points to ensure the safety and security of the facility.

1. Mail and Package Handling:

• Receive, sort, and distribute incoming mail and packages.
• Coordinate with the appropriate departments to ensure timely delivery of items to recipients within the plant.
• Prepare outgoing mail and packages for dispatch as needed.

1. Support for Management:

• Provide administrative assistance to management or other departments as needed.
• Help with the preparation of reports, presentations, or documents for internal meetings.

Qualifications:

• High school diploma or equivalent (post-secondary education or relevant certifications are a plus).
• Previous experience in a receptionist or administrative support role, preferably in a manufacturing or industrial setting.
• Knowledge of office management and basic administrative procedures.
• Proficiency with office equipment (e.g., phone systems, fax machines, scanners) and Microsoft Office (Word, Excel, Outlook).
• Familiarity with security protocols and visitor management systems is an advantage.
• Excellent communication and interpersonal skills to engage with a diverse range of individuals.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize in a busy, fast-paced environment.

Personal Attributes:

• Friendly, professional, and approachable demeanor.
• Strong customer service orientation and a problem-solving attitude.
• High level of discretion and confidentiality when handling sensitive information.
• Ability to work independently as well as part of a team.
• Flexible and adaptable in a dynamic work environment.

Working Conditions:

• Full-time position with standard working hours (Monday to Friday, 8:00 AM – 5:00 PM; or as per plant’s schedule).
• Reception desk is typically located in the plant’s front office area, which may involve some exposure to the manufacturing environment.
• Some occasional overtime may be required depending on plant schedules and visitor traffic.

Competitive Benefits: (visit usbenefits.nov.com for more information about our benefits offerings)

• 401(k) Retirement Plan – NOV matches every dollar up to 5% of base pay and overtime for every dollar you invest.
• Competitive medical plans that cover your entire family (yourself, eligible spouse, and eli