We at H.B. Fuller embrace a shared set of beliefs and competencies that direct the way we operate and express our fundamental principles about how we will achieve success. We strive to hire talent that demonstrates our beliefs and our competencies.

POSITION OVERVIEW

RECEPTIONIST PART-TIME- CATEGORIE PROTETTE EX L.68/99

The activities of the Pianezze Receptionist/ General Services Assistant are numerous and require the ability to provide multi-department collaboration. This position is the first point of contact for visitors to the site and requires presence at the reception area as a base of operation. This to allow for the official welcome of all at HBF arriving customers, suppliers, colleagues from other global HBF-locations, craftsmen and all other guests. In addition the Receptionist/General Services Assistant performs a variety of internal tasks for the employees based at the site including scheduling and support for meetings, travel arrangements and other company related support tasks. This position will be located in the Pianezze and will report to the Plant Manager.

PRIMARY DUTIES

The primary duties of the Receptionist/General Services Assistant are varied, and the person filling this role must be flexible in dealing with day-to-day support for business needs. The list below is not meant to be all encompassing, but gives an overview of what this position is expected to deliver.

• 80% Proxy for Receptionist / Administration Function for the site
• 15% Proxy for General Services Administration Function including daily tasks around time data recording, car leases and securing office equipment.
• 05% support assigned administrative projects - tasks Tasks

Reception Services

• First point of contact for visiting HBF employees, customers other guests. This would include hotel-bookings, organization of airport transfers, dinner-arrangements, meeting room-reservations, sightseeing suggestions and bookings, translator for guest who cannot speak Italian.
• Answering of incoming telephone-calls (switchboard).
• Opening and distributing the daily incoming mail.
• Relief and/or stand-in for the porter truck drivers; registration of trucks entering/exiting, and validation of loading-documents.

Internal Document / Invoice / Parcel Logistics

• Pack, send and track outgoing mail that must be shipped by DHL or FedEx
• Completion of parcels, preparing them to be sent from HBF Italy e.g. overseas (import request), Delivering packages throughout HBF Pianezze
• Checking incoming invoices, that accounts payable cannot assign; finding out the right cost center and purchaser-> for HBF worldwide
• Creating pro forma invoices for sendings abroad, lots of correspondence with the delivery service (TNT), tracking the packages etc.

Meeting Logistics / Organization & Guest Services

• Preparation of meeting-rooms and the support during the meeting throughout the day (preparing equipment for coffee-breaks, lunch, assistance in the provision of meeting-documents).
• Monitor and review external daily catering services (various providers…)
• Preparing/organizing evening entertainment, arranging appointments for medical emergencies in case of illness; arranging and purchasing items for meeting participants, short-term-changing of hotel-reservations and taxi-transfers, short-term booking train-tickets and similar.
• Provide flexible services in carrying out short notice special requests that occur from guests and colleagues (e.g. arranging medical support).
• Arranging tasks needed to support business objectives, e.g. that no one else is explicitly responsible like translators for business meetings.

Internal Travel Support

• Special travel related support for all departments.
• Organize and prepare visits at other companies/customers for HBF-colleagues.

Guest Travel Services

• Organizing tax transfers; solve and clear up misunderstandings concerning the taxi transfer due to a flight cancellation or a different arrival time; change of the transfer schedule in a short time, try to reach the taxi company or the guest/colleague via phone for settling. If something went wrong with the transfer, like a last minute cancellation, research who has to bear the costs
• Steady changes of hotel bookings or meeting room reservations because of postponed meetings or flight changes (many phone calls and e-mails with the hotels and the invited colleagues)

Purchasing

• Ordering, packing and sending various items needed to sustain business continuity for all departments: safety-equipment, brochures, meeting documents
• Order products for operative tasks, e.g. lab supplies, work clothes

Required Skills

MINIMUM REQUIREMENTS

• High School diploma or equivalent; • Excellent communication skills in Italian and goog English • Superior computer/data management skills • Operational excellence: excellent self-, time- and priorities-management skills • Responsive to change, Accountable for results • Excellent collaboration and commitment skills • Customer Focus (external and internal customers / guests) • Entry Level position

PREFERRED QUALIFICATIONS

• 1-2 years of experience in a similar position • Additional language skills in other languages in addition to Italian and English

Required Experience

MINIMUM REQUIREMENTS

• High School diploma or equivalent; • Excellent communication skills in Italian and goog English • Superior computer/data management skills • Operational excellence: excellent self-, time- and priorities-management skills • Responsive to change, Accountable for results • Excellent collaboration and commitment skills • Customer Focus (external and internal customers / guests) • Entry Level position

PREFERRED QUALIFICATIONS

• 1-2 years of experience in a similar position • Additional language skills in other languages in addition to Italian and English