ADMINISTRATIVE ASSISTANT (TRAVEL/SAFETY FOCUS

)

Location: Appleton, Wisconsin, United States 

Full-time

Bassett Mechanical is a 3rd generation family-owned company that provides custom-built industrial refrigeration, HVAC, plumbing, metal fabricating and preventative maintenance service solutions to customers throughout the United States and the world. It is not only a great place to grow and thrive in your career. It is a place to truly belong. As a member of the Bassett  Mechanical Family, you'll enjoy a competitive compensation and benefits package and many professional growth opportunities. From the moment you're hired, to the day you retire, you're a part of our Bassett Mechanical Family. 

Position Purpose

The primary purpose of the position is to provide administrative support to the organization’s safety efforts. This position also serves as the primary travel coordinator for employee travel and lodging and provides periodic back-up coverage for the front desk receptionist for breaks and time off when needed.

 Position Responsibilities

  • Safety Support:

    • Set-up, schedule, and confirm employee trainings for customer facilities in ISNetworld, Abbotsfield, ApprUV, Avetta, etc.

    • Prepare documents for Basic Safety Training, Service Training, and Core A and B for new employees or job changes within the organization.

    • Send out monthly DOT Inspection notification emails.

    • Enter monthly Beast observations into database, as well as generate weekly and monthly reports for safety metrics.

    • Act as owner of all Viewpoint safety related data: employee training records, entering new facilities and safety requirements, etc.

    • Update and maintain SDS (safety data sheets) on SharePoint.

    • Monitor both the records@bassettmechanical.com and safety@bassettmechanical.com email inboxes and enter items into the safety database as needed.

    • Set-up and schedule employees for Core A, Core B, Arc Flash, and Service Refresher training in QuestBase software.

    • Maintain all union safety training records

    • Log all ISOs (safety improvement opportunities) and order/disburse quarterly premiere choice awards

    • Assist in the creation of the Weekly Safety Update.

    • Complete monthly safety metrics.

    • Maintain safety qualification entities/sites (Abbotsfield, ApprUV, ISNetworld, etc.) and upload/maintain content as needed. 

    • Attend meetings, take notes, and provide administrative support for various safety related committees/teams (Bassett Emergency Response Team;  Basset Cares Safety Meeting).

    • Injury Reporting

      • Enter injury details to Viewpoint for Bassett’s records

      • Submit injury reports to Zurich Insurance

      • Enter and submit any/all updates associated with ongoing injuries as needed.

    • Assist with environmental reporting requirements.

    • Help with tracking the fiscal year safety budget.

    • Assist in the completion of safety data for customer pre-qualifications.

    • MVRs (motor vehicle reports) – Initial submittal and maintenance of MVRs for employee driving Bassett vehicles.

    • Maintain/update safety drive, folders, and records, as needed.

    • Provide overall administrative support to the Safety Director & Field Safety Manager to include: data entry; filing; scanning; laminating; creation/updating of documents, presentations, and spreadsheets; scheduling; etc. 

            Travel Coordination

  • Monitor travel email inbox for employee new travel requests or changes.

  • Book/adjust/troubleshoot travel arrangements as needed (air, vehicle, lodging, conference registrations, etc.).

  • Work with Executive Assistant, who acts as Travel Manager, on any travel related process changes or improvements for communication and implementation.

  • Provide necessary back-up coverage at Front Desk whenever the Administrative Assistant/Back-up Receptionist isn’t available

  • Apply Lean principals to work methods, work processes, and workspace. Support and maintain a safe and Lean work environment

  • Other projects/duties as assigned.

    Summary of Knowledge, Skills, and Abilities 

  • Minimum of 5 years of experience in an administrative support role.

  • High School Diploma required. Additional schooling or Associate Degree preferred.

  • Strong focus on great customer service for both internal and external customers.

  • Ability to assess urgent situations and use persistence/knowledge/resources to find an appropriate solution.

  • Self-driven and motivated, with the ability to work independently with minimal direction.

  • Ability to analyze information, plan necessary steps, and make recommendations/ decisions.

  • Professional, energetic, and friendly demeanor; collaborative; calm in difficult situations.

  • Skilled in organizing, prioritizing, and handling multiple tasks.

  • Ability to interact and work with different personalities and levels of responsibility.

  • Strong clerical and software skills:

    • Typing of 50+ wpm

    • Proficient in Microsoft Outlook and Word

    • Intermediate or higher-level skills in Microsoft PowerPoint and Excel

    • Ability to learn new software programs and databases quickly

  • Previous experience with coordinating business travel is preferred but not required.

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