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Receptionist/Travel Coordinator


POSITION SUMMARY

Travel Coordinator

Responsible for processing travel requests in a manner that ensures the best value for the price, best use of the travelers time, as well as ensuring traveler compliance with the travel and expense reimbursement policy.

 

Receptionist/HR Assistant

Provide comprehensive administrative support for the day-to-day operations of the Human Resources Department, will ensure the efficient delivery of assigned tasks, back-end recruitment processes, and the accuracy of employee data. The Receptionist/HR Assistant liaises closely with other departments throughout the organization providing a customer focused and effective HR support service to achieve the organizations goals and objectives. Will ensure the efficient day-to-day operation of the reception area.

 

 



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FLSA Status: Non-Exempt
Reports To: VP of Human Resources
Position Supervises: None

ESSENTIAL FUNCTIONS
  • Research, plan, advise, and purchase hotels/flights/rental cars for MiTek Partner, applicant, and various other travelers as required using various travel search engines.
  • Organize payments, seek approvals, and maintain all travel related records and documents.
  • Facilitating for the smooth and easy travelling of employees, customers, and applicants by providing services from pick-ups to catering options.
  • Answer incoming calls, provide information, transfer calls and/or take messages as necessary for multiple locations.
  • Order, receive, and store the office supplies ensuring the basics used are maintained.
  • Sort incoming mail, faxes, and courier deliveries for distribution and stamp messages with time and date, and file them appropriately.
  • Greet clients/suppliers/visitors and applicants to MiTek in a professional and friendly manner. Monitor visitors to ensure that MiTek's security procedures are maintained and contact on duty security office, if necessary using two way radios.
  • Reconcile the Corporate Amex Statement and assist with petty cash reconciliation
  • Maintain the Badge Scanning System and assist in the maintenance of the employee directory and org charts.
  • Provide assistance in the employee performance appraisal process, MiTek CARES, JTR reviews, etc…
  • Maintain employee and recruitment relations records, files, correspondence, reports, and dashboards.
  • Provide general administrative support such as preparing correspondence, forms and reports, arrange meetings, process confidential reports and documents, file, track deadlines, birthday balloons, and take minutes as needed.
  • Provide assistance in the hiring process activities such as posting jobs on job boards or websites, review applications and maintain the applicant tracking system.


  • ESSENTIAL TASKS
  • Daily edit: Review shipping pick-ticket documents and compare with Sales Order data to assure correct quantities and freight totals agree. Identify any discrepancies and relay information to MiTek shipping personnel. MiTek financial departments are also copied on the edit synopsis daily.
  • Process incoming repair orders, ensure the paperwork is filled out properly, and the money is appropriately received and accounted for.


  • POSITION QUALIFICATIONS
    Competency Statement(s)
  • Attendance/Attitude - Ability to exhibit a conscious effort to fill ones responsibilities on an hour-by-hour, day-by-day basis. The partner understands the importance of attendance in his/her working relationships with team members and demonstrates an attitude that is conducive to the MiTek’s culture.
  • Team Player/Loyalty – Demonstrate ability to work with others while showing the responsibility, dependability and accountability of what is expected to be a positive contribution to the team and the company while working towards the corporate Vision together.
  • Enthusiastic/Creativity - Ability to bring energy to the performance of a task and the ability to approach a need, a task, or an idea from new perspective.
  • Flexibility/ Initiative/Accountability – Ability and willingness to change plans or ideas in order to deliver the highest quality in design, customer service, innovation, manufacturing and distribution of electronics and communications products. Ability to recognize and do what needs to be done before being asked to do it and the ability to hold yourself and others accountable for what is being asked of you.
  • Customer Oriented - Ability to create a customer friendly culture by taking care of the customers’ needs while following MiTek’s policies and procedures.
  • Communication, Written/Oral - Inform partners of telephone calls and/or guests, using AIM, paging, or the telephone. Writes clearly and informatively; Edits work for spelling and grammar; Able to speak read, count, and interpret written information in the English language.
  • Honesty / Integrity/Confidential - Ability to be truthful and be seen as credible in the workplace. Must be able to keep all items HR related confidential – this includes off duty social network wall posts.
  • Interpersonal - Ability to get along well with a variety of personalities and individuals. Must be able to handle conflict and work through stressful situations in a manner respectful and positive to the partner. Ability to be proactive.
  • Organized - Following a systematic method of performing a task, maintain easy to follow documentation, and ensure all files are accurate and easy to follow.


  • Education
    High School Graduate or General Education Degree (GED)

    Experience
    Six months to one travel booking experience for multiple travelers is a must

    SKILLS & ABILITIES

    Computer Skills

    ·    Intermediate MS Office applications (Word, Excel, AIM, and Outlook)

    ·    The ability to learn internal MiTek systems as needed

    ·    Typing skills of 50 wpm and/or 85kpm

         



    PHYSICAL DEMANDS
      N O F C
    Physical Abilities
    Stand
    Walk
    Sit
    Handling/Fingering
    Reach Outward
    Reach Above Shoulder
    Climb
    Crawl
    Squat or Kneel
    Bend
    Lift / Carry
    10 lbs or less
    11 - 20 lbs
    21 - 50 lbs
    51 - 100 lbs
    Over 100 lbs
    Push / Pull
    12 lbs or less
    13 - 25 lbs
    26 - 40 lbs
    41 - 100 lbs
    Other Physical Requirements
    Vision
    Ability to read from a computer monitor/fine print
    Speech
    Ability to speak effectively via phone/in person
    Hearing
    Ability to hear via phone or in person
    Smell
    Taste
    PPE Usage


    N (Not Applicable)Activity is Not Applicable to this occupation.
    O (Occasionally)Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)
    F (Frequently)Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)
    C (Constantly)Occupation requires this activity more than 66% of the time (5.5+ hrs/day)


    WORK ENVIRONMENT
    Office


    Mitek has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors, as deemed appropriate.


    Family & Medical Leave Act Rights & Responsibilities Download PDF
     
    MiTek Is An Equal Opportunity Employer M/F/D/V

    As part of the review of your application, we may view and/or access publicly available information about you, including information publicly available on the internet, that is job-related and consistent with the merit system principles and prohibited personnel practices set forth in the Civil Service Reform Act, 5 U.S.C. 2301, 2302. No information from any source may be used to discriminate for or against an applicant based on race, color, national origin, gender, age, political affiliation, religion, disability, marital status, sexual orientation, gender identity, genetic information, status as a parent, membership or non-membership in an employee organization.
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