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.
o Meeting host is to order food with corporate charge card.
+ Stock Boardroom/Executive Conference Room refrigerator with waters/sodas, sn...