Viant Medical is hiring: HR Assistant in Vega Baja

Overview

The HR Assistant/Receptionist is the first point of contact for a business, responsible for creating a welcoming environment by greeting visitors, answering phones, scheduling appointments, and managing administrative tasks like mail handling and maintaining the front desk area.

This is a temporary position.

Position Authority

The HR Assistant/Receptionist acts under minimum supervision, to address situations and solutions in a fluid environment. The scope of problems/concerns ranges from basic to complex.

Essential Job Functions

• Responsible for presenting a positive image of the company to callers and visitors by providing professional, courteous and friendly service.
• Serves as back-up to other department tasks such as payroll and day-to-day employee questions and/or concerns.
• Assist with system terminations and status changes accurately and efficiently
• Notify the Quality department the terminations, position changes, license and new hires.
• Answer telephone and maintain operation of switchboard.
• Prepare New hires files. Assign lockers, employee number and gowning area.
• Maintain employee, training, recruitment, benefit/medical, I-9 and other files
• Greet visitors arriving in the reception area and coordinate with the person(s) they are calling on.
• Maintain front office area and lobby in a clean professional state.
• Open all mail not marked “Confidential” and distribute as outlined in procedures.
• Provide secretarial support to various members of Management as requested, including typing, sending faxes, delivering mail, etc.
• Should be able to deal with emergencies in a timely and effective manner, while streamlining office operations.
• Maintain conference room including refreshment areas and upkeep/organization of lab coats and safety glasses for visitors. Assist with conference room preparation for customer visits.
• Make monthly purchases of office supplies and grocery items related to visits, such as snacks, coffee, water, among others.
• Responsible for coordinating lunches during audits and dinners as needed.
• Assist with arranging appointments, meetings and travel arrangements as requested.
• Prepare and distribute updated phone lists as appropriate.
• Coordinate and attend facility, department or team meetings as identified as needed.
• Classifies resumes and employment application for any candidate.
• Coordinate interviews.
• Prepare referrals for drug test.
• Keeps files up to date.
• Revises and change Bulletin Boards information.
• Approves and distributes office supplies, maintains inventory and prepare requisitions to place orders for supplies as required.
• Maintain and manage the access control system and access cards.
• Work employment verification letters and memos.
• Performs other duties as assigned.

Knowledge and Education

High School diploma or equivalent. Associate’s degree or some college hours helpful.

Job Experience

2 years’ experience in office environment.

Skills and Competencies

• Exceptional organizational skills.
• Bilingual
• Knowledge of usual office equipment such as copy & fax machines, telephones, etc.
• Must be organized, detail oriented and able to work in a fast paced environment.
• Accurate typing skills and reasonable speed.
• Strong interpersonal verbal communication skills, clear and pleasant speaking voice.
• Ability to handle a variety of tasks at the same time.
• Ability to multi-task matters and prioritize work accordingly.
• Ability to foster a culture of diversity, inclusivity, collaboration and teamwork.
• Computer experience including with HRIS, Microsoft Word, Excel and Outlook, and PowerPoint.
• Detailed oriented.

Equipment Used

Standard office equipment, calculator, computer, printer.

Physical Requirements

• Light physical activity performing non-strenuous, day-to-day activities of a primarily administrative nature.
• Moderate lifting (20 lbs.), carrying (10 lbs.), bending, and prolonged sitting.
• Light work: Exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or lift, carry, push, pull, or move objects.
• On occasion, this position will be required to enter the clean room environment
• Work conditions do not subject associate to noise, vibration, hazards, etc.

Viant is a global medical device design and manufacturing services provider that partners and innovates with customers to provide the highest quality, life enhancing medical devices. We do this through our depth and breadth of capabilities, end-to-end integration, technical expertise, and relentless focus on our customers and on operational excellence. With nearly 6,000 associates across 24 locations worldwide, we offer a unique combination of small-company service and attention with big-company resources. For more information, visit viantmedical.com or follow us on LinkedIn.

Viant provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. Viant complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Human Resources
• Industries
• Medical Equipment Manufacturing

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