Office Support Specialist

Office Support Specialist

Job Overview:

The Office Support Specialist provides administrative support to the Bastian St Louis Team and provides backup to the Toyota Automated Logistics HQ Administrative Team. 

This position reports directly to Sr Manager Administrative Solutions.

Job Functions:

• Greet visitors and direct guests, ensuring check in via Verkada.
• Set up safety videos for visitors to watch, issue appropriate safety gear.
• Manage office communications including phone calls and specific email boxes
• Main backup for Toyota HQ phone coverage.
• Manage and assign guest badges utilizing tracking spreadsheet
• Act as point person for service contracts including planned maintenance, Executive Dining vendor, cleaning, coffee service, lawn care, irrigation, pest control, snow removal.
• Point person for entering service reports for building repairs, follow-ups as needed
• Manage the emergency escape roster. Monthly audit to add new team members, remove former team members.
• Liaison between St Louis Team and HQ IT Department for servicing copiers and printers.
• Manage new employee arrival dates: work with direct manager for location of cubicle or office; assigned cubicle or office clean and ready; nameplate attached; follow up with IT for date of shipping/tracking of new equipment (if applicable – sometimes receives at Base Camp).
• Process outgoing small packages for those requiring assistance
• Process incoming small packages – take pictures, send to recipient, place in cabinet.
• Process incoming US Mail – sort, scan to addressees
• Coordinate ordering meal(s) as needed for meetings
• Ensure meeting rooms are ready for incoming guests
• Maintain coffee stock
• Timely expense report coding in to Concur for Corporate Credit Card purchases
• Maintain all supplies needed in breakroom.
• Print and place paper nameplates for offices and/or cubicles utilizing Marketing template
• Keep shared office spaces “hotel spaces” clean and organized
• Assist in planning and executing off-site meeting(s).
• Assist in entering time sheets for Manufacturing team.
• Assist St Louis Leadership in planning local events including their local Volunteer Day, Holidays parties
• Assist Culture Committee with execution of corporate culture building activities
• Perform additional assignments as directed

Travel Requirements:

• Minimal travel (Travel expenses paid by Toyota Automated Logistics)

Required Qualifications and Preferred Skills:

• Willingness to learn and thrive in a fast-paced quickly changing environment
• Strong proficiency with the full Microsoft Office suite
• Professional level written and verbal communication skills and interpersonal abilities
• Motivated self-starter with a high level of commitment, ownership, and strong sense of urgency
• Excellent organizational skills with attention to detail and an ability to prioritize work
• Demonstrate positive attitude, mutual respect, and teamwork among fellow employees
• Strong sense of customer service (servant’s heart)
• Experience exercising discretion and confidentiality with sensitive company information
• Handle high stress situations while remaining a constantly reliable resource.
• Take initiative to recognize potential problems as they arise, and independently develop viable solutions.
• Must be eligible to work in the USA long term without sponsorship.
• Employees must follow all information security policies, protect confidential data, complete required training, and report any suspected security incidents to support our information security controls.

About Toyota Automated Logistics:

Toyota Automated Logistics is your global partner for integrated warehouse automation. Our team combines the talents of Bastian Solutions, Vanderlande’s warehousing business and viastore under one brand to deliver scalable systems, intelligent software and life-cycle services.

In addition to exciting work at a growing company, we offer the following benefits: 

• Health, Dental, and Vision Insurance
• 401(k) Retirement Plan with a company match
• Vacation / Holiday Pay
• Paid Volunteer time off
• Tuition Reimbursement
• Professional Associations, Conferences and Subscriptions
• Company Meetings & Events

Toyota Automated Logistics does not work with outside recruiting agencies. No solicitation phone calls please.