Office Assistant

Job description

When joining PerkinElmer, you select an experienced and trusted leader in scientific solutions, with the support of a global service network and distribution centers, providing the right solution, at the right time, to meet critical customer needs. With over an 80+ year legacy of advancing science and a mission of innovating for a healthier world, our dedicated team collaborates closely with commercial, government, academic and healthcare customers to deliver our broad portfolio of analytical solutions, and OneSource services. Job Title Office Assistant Location(s) Rodgau Job Description The Senior Administrative Assistant is responsible for ensuring the efficient day-to-day operation of the office, training center, and customer-facing facilities. This role serves as the primary point of contact for visitors, customers, employees, and external partners while providing administrative, logistical, facility, and operational support. Key responsibilities include reception management, visitor coordination, training and customer visit support, facility oversight, mail and shipping administration, and inventory management of IT assets and mobile devices Key Responsibilities Reception & Front Office Management Serve as the primary point of contact for visitors, customers, vendors, and employees. Manage reception area operations, ensuring a professional and welcoming environment. Answer and direct incoming phone calls and general inquiries. Coordinate meeting room bookings and visitor accommodations. Support office administration and facility-related activities as required. Guest Check-In / Check-Out Coordination Manage visitor registration and check-in/check-out procedures. Ensure compliance with company security, safety, and visitor policies. Issue visitor badges and coordinate access requirements. Maintain accurate visitor logs and records. Provide visitor orientation and support throughout their stay. Training and Customer Visit Support Coordinate logistics for customer visits, training sessions, workshops, and events. Prepare training rooms, materials, equipment, and refreshments as required. Manage participant registration, attendance tracking, and documentation. Collaborate with trainers, sales teams, and business stakeholders to ensure successful event execution. Support scheduling, travel arrangements, and accommodation coordination for visitors and trainers when needed. Mail and Distribution Management Act as the central point of contact for incoming and outgoing mail, courier services, and shipments. Sort, distribute, and track mail and packages. Coordinate shipping and receiving activities with internal departments and external service providers. Maintain records of deliveries and shipments. IT Equipment & Mobile Device Inventory Management Maintain inventory records for IT assets including laptops, monitors, peripherals, and mobile phones. Coordinate equipment allocation, collection, and lifecycle tracking. Support employee onboarding and offboarding processes related to equipment issuance and return. Partner with IT teams to ensure accurate asset records and inventory levels. Conduct periodic audits and inventory reconciliations. Manage stock levels and ordering requests for office and IT-related equipment. Facility Coordination and Workplace Services Perform routine facility inspections to ensure a clean, safe, and professional working environment. Monitor and coordinate maintenance of office amenities, including coffee machines, kitchen equipment, water dispensers, and vending services. Ensure adequate stock levels of coffee, beverages, snacks, paper products, and other workplace supplies. Monitor cleanliness and readiness of common areas, meeting rooms, kitchens, and restrooms, coordinating with cleaning and maintenance vendors as needed. Report facility issues and follow up on repairs, maintenance requests, and service tickets. Coordinate with building management and external service providers to address facility-related concerns. Support the planning and implementation of workplace improvements and employee comfort initiatives. Maintain inventory and ordering of office consumables and facility supplies. Ensure training rooms and customer-facing areas are fully prepared and presentable for visits, meetings, and events. Administrative Support Prepare reports, presentations, and administrative documentation. Maintain records, databases, and filing systems. Assist with procurement and vendor coordination activities. Support management with various administrative tasks and special projects. Continuously identify opportunities to improve administrative processes and service quality. Qualifications Education & Experience Associate's or Bachelor's degree in Business Administration or related field preferred. 5+ years of experience in an administrative, office management, or executive support role. Experience supporting customer visits, events, or training programs is highly desirable. Skills & Competencies Excellent organizational and multitasking skills. Strong customer service and interpersonal abilities. Professional verbal and written communication skills. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams). Experience with inventory management and asset tracking systems preferred. High attention to detail and accuracy. Ability to work independently and manage multiple priorities. Strong problem-solving skills and a proactive mindset. Key Success Measures Professional and efficient visitor experience. Successful coordination of customer visits and training events. Accurate mail and shipment processing. Reliable and up-to-date IT asset and mobile phone inventory records. High levels of internal and external customer satisfaction. Effective office operations and administrative support.