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Posted: Friday, February 2, 2018 5:06 PM

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Req ID: 149901
Job Function: General Management
Full-Time/Part-Time: Full-time
Contract Type: Regular Employment
Job Level: Entry-level

Office Location: Atlanta, GA (ATL)

Travel Required: No Selection

Start Date:

The Panalpina Group is one of the world's leading providers of supply chain solutions, combining its core products of Air Freight, Ocean Freight, and Logistics to deliver globally integrated, tailor-made end-to-end solutions. The Panalpina Group operates a global network with some 500 offices in more than 70 countries, and employs around 16,000 people worldwide.

We are looking to hire an Administrative Assistant/Receptionist to work at reception to greet and direct visitors and assist employees as well as handle other functions.

Hospitality forms the core of the position. Greet/direct visitors and make them feel comfortable. Ensure that visitors and employees alike get their queries cleared. Handle telephone calls, complaints and requests in calm, professional manner. Take up many roles and responsibilities on a pro-active basis.


* Answer all calls through the switchboard, ask pertinent questions for more information when necessary to direct to proper agent. Transfer calls to appropriate persons/departments. Take thorough messages when necessary. Guide customer complaints through the proper channels.
* Greet and direct all visitors, including vendors, clients, job candidates and customers. Ensure security, visitor, and other applicable policies are applied
* Maintain knowledge of and follow company policies and procedures, including code of conduct, ethics, compliance, security, local office policies, etc. Report any concerns of non-compliance to manager
* Train employees assigned as reception relief in all basic functions (switchboard, greeting visitors, employee needs). Create and maintain a reception SOP/Handbook for relief/temporary coverage. Responsible for coordinating reception relief, when necessary.
* Manage lobby, common, and storage areas
* Oversee scheduling of the meeting rooms
* Order meals/refreshments and book rooms for on-site and off-site meetings or events
* Schedule hotel and car service arrangements for visitors when needed
* Provide employees with building and office related equipment, forms, passes, directions, name displays, etc.
* Accept, sort and route incoming mail, courier, and other deliveries as needed
* Order, manage, and distribute office equipment and supplies
* Assist employees in resolving equipment or supply needs/concerns
* Act as liason for maintenance requests, quotes, scheduling , and repairs with proper contacts
* Responsible for issuing and maintaining reporting on BU payments issued via BU checks and credit card transactions in line with SOPs
* Responsible for approving invoices in a timely manner
* Assist HR Manager in various tasks and responsibilities, including, but not limited to:
* Photograph employees, create and issue company ID Badges / Door Access Cards
* Submit IT requests for employees profile and IT equipment, if requested
* Manage BU needs of temporary staffing agencies (i.e. recruiting, interviewing scheduling with managers, time card approvals/submissions, invoice approvals)
* Assist with time and attendance system for approvals, adjustments, and support
* Enroll employees in external training classes for specific learning areas, handling all confirmations of class verification as well as class cancellation if needed by either employee or provider, if requested

* Create, update, and distribute extension list
* Create and maintain PowerPoint slides for organization charts and HSE Committee postings, if requested
* Discreetly guide employees to proper personnel concerning any specific problem or complaint that is brought to my attention
* Standing member of HSE committee
* Standing member of Events committee
* Other duties as requested

Skills and Requirements

* Strong communication skills, presentability, and language skills
* Ability to multi-task
* Flexibility to take on responsibilities on pro-active basis
* Organizational skills
* Attention to detail
* Accountability to customers and employees
* Microsoft Office Suite knowledge and ability
* Interpersonal skills
* Project coordination experience
* Ability to work well with all levels of internal management and staff as well as outside vendors and clients

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• Location: Atlanta

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