Job Title: Receptionist/HR Assistant

Department/Division: Human Relations

Reports to: Executive Director, Human Relations

Hours: 8:00am to 5pm, Monday through Friday

About LTS:

LTS Lohmann Therapy Systems is a premier, global Contract Manufacturing and Development Organization (CDMO) and partner the pharma industry trusts most to deliver innovative oral, transdermal, and intradermal drug delivery systems. From concept to market, launch to lifecycle management, we deliver single source oral and transdermal drug delivery solutions that power partners’ market advantage. Every one of our 1,000 plus members of the LTS family, across three continents, is focused on utilizing our collective strength and innovation to explore new therapeutic opportunities, maximize partner value and improve patient outcomes.

We Care.

We Create.

We Deliver.

Job Summary:

The Receptionist/HR Assistant will greet, assist, and provide information and direction to clients, vendors, visitors, and other guests of LTS St. Paul. In addition, the Receptionist/HR Assistant will assist the Human Relations Department with day-to-day administrative tasks.

Duties/Responsibilities:

Front Desk and Reception:

Greets clients, vendors, visitors, and guests; maintains visitor calendar and creates badges. Determines the purpose of each visitor and ensures the visitor is connected with the appropriate contact at LTS St. Paul. Maintains meeting room calendars.
Answers, screens, and directs phone calls; takes messages when necessary and forwards to appropriate contact at LTS St. Paul. Maintains quarterly employee phone directory for company use.
Receives mail, documents, packages, and courier deliveries. Sorts and distributes to appropriate contacts at LTS St. Paul.
Responsibility to maintain the postage meter; complete recommended software updates when prompted, track additions of funds to the meter and report to Finance Team Representative.
Responsibility to order and maintain office supplies and beverage cabinets. Places orders when necessary and restocks cabinets.
Orders and delivers lunches for on-site meetings. Works with department managers and project managers to ensure visitor meetings have the food and beverage needed for the attendees and proper forms are completed.
Coordinates, manages, and administers the corporate travel program in a manner consistent with the written corporate policy and reporting requirements that also attempts to meet individuals’ specific personal needs where possible. Makes travel arrangements with designated travel agency (air, hotel, rental car, etc.) for employees as requested. Maintains all travel records and information, reviews, and verifies to ensure policy is followed with accurate and timely payment to vendors.
Keeps lobby and front desk area clean and organized.

Administration:

Performs basic filing and recordkeeping, scanning documents from multiple departments and indexes them in the electronic record keeping system on a regular basis.
Provide marketing support by creating slideshows (PowerPoint) and flyers (Word/Canva) for meetings and events.
Creates a monthly HR newsletter to be distributed to all employees.
Keeps organizational chart current for LTS St. Paul.
Provides administrative and clerical support, including data entry, to Business Development and other corporate directors and officers as needed.
Preps invoices for office supplies and other appropriate vendors with GL code for Finance Team.
Reconciles monthly Visa bill with receipts and GL account numbers.

Event Planning:

Coordinate staff events including monthly themed activities, quarterly new hire meet & greets, annual holiday party and summer picnic, wellness activities, scheduling of summer ice cream truck and employee award events.
Organizes employee planning committees and oversees event budgets.
Works with outside vendors as needed to put together events.
Designs and purchases marketing items as needed.
Creates after-event surveys to gather feedback from employees.

Human Relations

Assists with recruiting, including setting up interviews, contacting candidates, and posting new positions on various social media platforms and internet sites. Updates internal postings of open positions on bulletin board and via email.
Helps keep job descriptions up to date, working with department managers and ensuring current job descriptions are correctly formatted and on file.
Provides support in the assembly of new hire orientation packets, employee record keeping and employment files. Maintains I-9 forms and participates in audits.
Supports HR Team with onboarding of new employees including preparing desks with welcome items, acts as a backup for new employee orientations and Happiness check-ins and informs company of new employees with new hire introduction emails and flyers.
Puts together monthly Birthday/Anniversary emails and flyers and oversees the design and assembly of our employee “birthday box” program.
Assist with new hire and termination paperwork as needed.
Oversee temporary employee recruiting and retention and works closely with temporary staffing agencies as a main contact. Conducts phone screens on potential temporary employees. Informs the production team of new temp employees, makes sure they are set up in the system and creates folders for their first day. Participates in regularly scheduled staffing meetings.
Performs other duties as assigned.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift 20 pounds at a time.
Must be able to access and navigate each department at LTS’s St. Paul facility.

Education and Experience:

High school diploma required, associate degree in communication or business preferred.
1 year experience in a receptionist or administrative assistant role, preferably in a cGMP manufacturing environment in the medical device or pharmaceutical industry.
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Basic understanding of administrative and clerical procedures and systems.
Maintain confidentiality in employee and company matters.
Ability to engage in friendly behavior with others, representing LTS in a warm, enthusiastic, and professional manner.
Excellent organizational skills and attention to detail.
Proficient in Microsoft Office (Word, Power point, Excel, Outlook)
Proficient with computers and Windows-based software, ability to quickly learn new software and programs.
Ability to multi-task on several projects.

LTS Lohmann Therapy Systems, Corp.

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