Office Support Specialist

Provides administrative support to the Bastian St Louis Team and backup to the Toyota Automated Logistics HQ Administrative Team. Reports directly to Sr Manager Administrative Solutions.

Responsibilities

• Greet visitors and direct guests, ensuring check-in via Verkada; set up safety videos for visitors to watch and 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 a tracking spreadsheet.
• Act as point person for service contracts including planned maintenance, Executive Dining vendor, cleaning, coffee service, lawn care, irrigation, pest control, and snow removal.
• Enter service reports for building repairs and follow up as needed.
• Manage the emergency escape roster; conduct monthly audits to add new team members and remove former team members.
• Liaison between St Louis Team and HQ IT Department for servicing copiers and printers.
• Coordinate new employee arrival: work with direct manager for cubicle/office location, ensure cleanliness and readiness, attach nameplate, and follow up with IT for equipment shipping/tracking.
• Process outgoing small packages for those requiring assistance.
• Process incoming small packages: take pictures, send to recipient, and place in cabinet; sort and scan incoming US Mail to addressees.
• Coordinate ordering meals as needed for meetings and ensure meeting rooms are ready for incoming guests.
• Maintain coffee stock and all supplies needed in the breakroom.
• Timely expense report coding in Concur for Corporate Credit Card purchases.
• 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 meetings.
• Assist in entering time sheets for Manufacturing team.
• Assist St Louis Leadership in planning local events including Volunteer Day and holiday parties.
• Assist Culture Committee with execution of corporate culture-building activities.
• Perform additional assignments as directed.

Requirements

• 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.
• Follow all information security policies, protect confidential data, complete required training, and report any suspected security incidents.

Travel Requirements

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

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.

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.