Socomec (the "Company") was founded in 1922 and has its global headquarters in France. Socomec designs and manufactures cutting-edge products and solutions within its core areas of expertise: Critical Power, Power Control & Safety, Energy Efficiency, and Energy Storage. With 10% of its annual sales revenue being reinvested into research and development, Socomec even has its very own state-of-the-art testing laboratories.
As an independent manufacturer, with 12 international manufacturing sites, Socomec is known for its innovative, high-quality products. We have grown to a global team of over 3,600 employees. Socomec is comprised of 28 subsidiary companies worldwide, with a strong and growing presence in North America. This Office Coordinator & Invoicing Administrator role is located in Watertown, Massachusetts.
About This Role
This full time position is for an Office Coordinator and Executive Assistant and will report to Chief Financial Officer.
As the Office Coordinator, the incumbent is critical in ensuring the smooth flow of day-to-day tasks in our Watertown office.
As the Executive Assistant, the incumbent will support the CEO.
Due to the nature of this role, the admin will be required to be physically in-office at a minimum of 4 days per workweek and may work remotely from home 1 day per workweek-if their responsibilities for that week permits it.
Responsibilities include, but are not limited to:
Office Coordination (70%)
Manage day-to-day office operations, including facility management and supply procurement.
Develop and implement office policies and procedures to improve efficiency.
Welcome visitors and transfer callers to the appropriate lines
Open / sort mail and packages on a daily basis
Be available to help colleagues who may be located in office or remotely as needed
Support the logistics of any event or meeting hosted at the office-including booking meetings on Outlook and conference rooms, etc.
Assist North American HR department and IT Team regarding on boarding of employees based in the Watertown office including setting up desks and equipment for new hires (laptop, phone), arranging/retrieving parking permits and building access cards
Act as the primary point of contact for office related inquiries and issues
Other duties as assigned
Executive Assistant (30%)
Calendar Management: Efficiently manage calendar, scheduling meetings, and coordinating logistics.
Travel Management: Arrange travel itineraries, including flights, accommodations, and ground transportation.
Expense Management: Prepare and submit expense reports, ensuring accuracy and compliance with company policies; track and manage travel-relatedexpenses.
Communication: Serve as a liaison between executives and internal/external stakeholders; draft and respond to emails and other correspondence.
Meeting Coordination: Organize meetings, prepare agendas, take minutes, and follow up on action items.
Documentation: Maintain and organize files, records, and reports; assist in preparing presentations and other documents as needed.
Project Support: Assist in project management tasks, tracking progress, and providing support to various teams.
Qualifications, Skills & Experience
1-3 years' in a professional office environment
At least 2 years' experience of regular communication (written and oral) with senior management or executives
1-3 years' proven experience in implementing/driving process improvement
Prior experience with event coordination and/or customer service is a plus
Prior experience reporting to more than one manager/department is a plus
Ability to handle confidential and sensitive information with discretion and professionalism
Adaptability to work with various types of personalities face to face and remote
Takes initiative and takes pride in their work
Strong communication skills (written and oral) in a professional environment
Top-notch customer service skills (internal and external customers alike)
Adaptability and flexibility to adjust priorities for whatever task is most important at any given time
Extremely well organized and reliable
High degree of accuracy and attention to detail to submit work or send communications without error
Organizational skills to assist multiple employees at one time with various tasks
Exceptional follow-up, seeing tasks through to completion
Ability to work as part of a team or independently
Takes ownership of issues and works alone with little or no supervision
IT savvy and comprehends business systems and procedures
Demonstrated ability to follow company policies and procedures.
IT / PC Skills requirements
High proficiency with Microsoft Office knowledge with emphasis on Teams, EXCEL, Word and Outlook
Utilization of Socomec Group Business Systems - training provided
Benefits
Group health benefits program
Paid time off
Short-Term and Long-Term Disability insurance
Life insurance
Company Sponsored 401(K)
Tuition reimbursement
Parental Leave
Casual dress
On-site parking
Schedule
Monday to Friday, 8:00 AM - 5:00 PM
Work Authorization
Must be legally authorized to work in the United States without company sponsorship
If you believe you have the necessary skills and experience for this job, please upload your résumé and apply through LinkedIn.
Upon request, we will provide reasonable accommodation for disabilities to support participation of candidates in all aspects of the recruitment process. All qualified applicants will receive consideration for employment.
We thank all those who apply. However, only those candidates selected for an interview will be contacted.