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Planning Asssitant

Sterling Engineering, Inc.

Itasca, IL

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JOB DETAILS
SALARY
$25–$28 Per Hour
SKILLS
Administrative Skills, Analysis Skills, Calendar Management, Communication Skills, Customer Relations, Customer Support/Service, Customer/Client Research, Data Entry, Detail Oriented, Employee Benefits, Establish Priorities, Follow Through, Health Plan, High Reliability, High School Diploma, Industrial Engineering, Installation Guide, Leadership, Manufacturing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Negotiation Skills, On Site Support, Organizational Skills, Problem Solving Skills, Process Improvement, Professional Services, Set Goals, Team Player, Telephone Skills, Time Management, Track Customer Issues, Travel Planning, Willing to Travel
LOCATION
Itasca, IL
POSTED
16 days ago
ROLE DESCRIPTION Job Title 1 JOB TITLE Office / Department Planning Assistant Planning Department Percentage TASKS Responsibility4 Importance5 of time.2 Main tasks3 Calendar activities preparation Tasks - Following the Customer Service planner to-do’s, reach out to customers to: Total High 55% Request information (log files) Send utilities lists for machine installations Request names and background of MEI training attendees Propose dates for activities 1 The job title will be reported in the organization chart, in the signature at the bottom of the emails and on the business card. ATTENTION: it’s the role that has to be mapped, not the employees; this means that: - not necessarily a role needs to be mapped for every single person (e.g. 10 junior field service technicians do not correspond to 10 different roles, but all fall under the role of “Junior Field Service Technician"; it will be sufficient to fill out a role form for everyone); - not necessarily each employee corresponds to a single role. There are instances where employees cover multiple roles (e.g. Eros, who takes care of HR and legal, respectively holds the roles of HR Manager and Legal Counsel). When filling out the role sheets, it is necessary to think by roles and not by people. 2 Time commitment required to carry out the individual activity on an annual basis must be written in % terms (it is not necessary that the sum of all the % equals to 100); 3 The main tasks assigned to the role must be written grouping them into areas of activity to which a generic title should be assigned. Please remember that the activities assigned to each role must be listed, without being conditioned by what the person currently performs or does not carry out. 4 The level of responsibility for each activity should be written. Depending on whether the role owes a “Total” responsibility (i): if it operates autonomously and discretely in decisions; full responsibility for the result / work performed; (ii) "Shared": if it operates with partial autonomy by deciding under supervision or in sharing with its reporting, partial responsibility for the result / work performed. 5 The level of importance of the individual activity should be defined: (i) High: very important activity; (ii) Medium: important activity; (iii) Low: activities of secondary importance. ROLE DESCRIPTION - Send reminders about trainings, installations and PMs Travel Arrangement Tasks 20% - Book travel arrangements for the offices, following specific requirements and procedures, Total High and constantly looking for ways to improve the travel process efficiency and costs Shared Medium Total Upload Travel Expenses Low 20% - Resolve missing expenses 2.5% Miscellaneous Activities - Answer and direct incoming phone calls - Occasional data entry activities TECHNICAL SKILLS6 TECHNICAL SKILLS Level8 Tasks7 6 The technical knowledge required by the role must be identified in order to cover the role successfully (these skills will be a "mirror" of the activities listed above, which will also be reported in the "Task" column). 7 The individual activities listed in the previous table, for which the relevant competence is required, must be written; 8 The expected levels for each of the listed competences must be defined: 1) "basic competence": basic ability / knowledge; basic theoretical and practical-operational skills in execution following standard procedures; no autonomy; 2) "operational competence": theoretical and general ability / knowledge; the person is able to understand the fundamental aspects and follow standard processes; minimum operating autonomy; 3) "accomplished competence": complete knowledge / ability. The person is able to follow standard processes; complete operational autonomy; 4) "advanced competence": advanced and in-depth competence / ability; the person is also able to transfer the competence and is pro-activity in carrying out the standard processes also proposing improvements; 5) "consolidated competence": competence / capacity of competence without any limit; total autonomy. It represents a theoretical and operational reference and tends to improve and devise new processes. Basic knowledge MS Office ROLE DESCRIPTION 2 Familiarity with travel tools and searches 3 To handle written communication with the Client To communicate Travel arrangements Main Soft Skills9 SOFT SKILLS Level10 Accuracy / Attention to detail EDUCATION 3 Communication skills 2 Team work 2 Reliability 4 High school diploma Reports to: ORGANIZATION CHART Managed roles (total reward included) Managed roles (total reward excluded) Planning Supervisor 0 0 NOTES (OPTIONAL) 9 The skills of knowing how to be, personal characteristics, attitudes in the workplace and the relational methods necessary for the person in order to play the role successfully (Max. 4 soft skills) must be defined. See example list attached. 10 The expected levels for each of the person's soft skills envisaged by the role must be defined according to the following measurement scale: 1) "minimum level"; 2) "basic level"; 3) "accomplished level"; 4) "advanced level"; 5) "consolidated level". ROLE DESCRIPTION SOFT SKILLS EXAMPLE Autonomy It is the ability to perform assigned tasks without the need for constant supervision or guidance, making use of one's resources. Self-confidence It is the awareness of one's own value, of one's own abilities and of one's ideas beyond the opinions of others. Flexibility / It means knowing how to adapt to changing working contexts, being open to news and willing to collaborate with people with points of Adaptability view, even different from one's own, and to recur one's own reasoning. Resistance to stress It is the ability to react positively to work pressure while maintaining control, remaining focused on priorities and not to transfer any tensions to others. Ability to plan and It is the ability to implement ideas, identifying objectives and priorities and, taking into account the time available, plan the process, organize organizing resources. Accuracy / It is the attitude to be accurate, diligent and attentive to what you do, taking care of the details and details towards the final result. Attention to detail Achieving goals It is the commitment, the ability, the determination that is put into achieving the assigned objectives and, possibly, even under deadlines. Manage Ability to acquire, organize and effectively reformulate data and knowledge from different sources, towards a defined goal. information Communication It is the ability to transmit and share ideas and information in a clear and concise way with all their interlocutors, to listen to them and to skills deal with them effectively. Problem Solving It is an approach to work which, by identifying its priorities and critical issues, makes it possible to identify the best possible solutions to problems. Team work It is the willingness to work and collaborate with others, having the desire to build positive relationships aimed at achieving the assigned task. Leadership It is the innate ability to lead, motivate and drag others towards ambitious goals and objectives, creating consensus and trust. Analysis Knowing how to make a complex and articulated reading of situations. Having taste and interest to go beyond the surface of the issues by orienting oneself to understand the motivations and causes of the problems Lateral thinking Ability to solve logical problems that involves a particular approach, that is, observing the problem from different angles looking for alternative points of view to find the solution. Vertical thinking Ability to solve problems with a logical consequential logical approach to the problem starting from the most obvious considerations Overview Knowing how to focus on the most important aspects of problems by connecting different variables and aspects and taking into consideration the background and contextualization of situations Social intelligence Knowing how to listen, be attentive and converge with the interlocutor. Ability to decentralize from one's point of view and understand the effect of one's interventions / actions on the context ROLE DESCRIPTION Conflict Knowing how to express one's opinion if dissonant from the dominant one and do it with balance and without aggression. Don't retreat management from potentially conflicting situations / relationships Result orientation - Knowing how to set challenging goals. Being able to use one's energies to achieve the objectives that the context sets. Be reliable and achievement responsible. concurrence Do not distance yourself when little in tune with the decision made by others in a group context Decision Ability to make decisions based on logical and rational processes in the required times (thus showing timeliness) Operational Ability not to stop at cognitive assessments / considerations but to know how to deal with problems in a constructive way, by putting in Effectiveness place conduct and production solutions Responsibility Attitude to assume what belongs to the person, even in case of negative results Courage Ability not to delegate the realization of one's commitments to others Energy - Estate Knowing how to dare, "throw your heart over the obstacle"; don't settle, get back in the game Proactivity Attitude to express oneself in action and in the relationship with initiative and resourcefulness, also taking risks Empowerment Personal development orientation, identifying areas for improvement and managing the development of its characteristics Collaborator Guiding, advising or directing their collaborators regarding their professional services, using styles and methods suitable for the development interlocutors and the objectives to be achieved. Create the conditions for continuous learning and professional growth. Dealing Being able to identify and use existing negotiation margins to achieve a positive result in all competition and confrontation situations, trying to achieve the best negotiable result Proactivity Being able to act autonomously within the scope of one's responsibilities and tasks, without waiting for indications from others and without undergoing events Innovation Being able to search for innovative and original solutions, expanding the possible approaches to situations and problems, producing alternative ideas in order to seize new opportunities or to achieve the given objectives. Change propensity Be aware of changes in context, organizational and professional in time; consider them in the opportunities they give; find ways to personally contribute to their realization Reliability Complete the assigned activities ensuring the quality of the results and the punctuality of the deadlines Title: Planning Administrative Assistant Location: Itasca, IL Hire Type: Contract (4-6 months) Compensation: $25-28/hr Benefits: As a contract employee of Sterling, you are eligible to receive a Full Employee Benefits Package that includes paid time off, paid holidays, 3 medical plans to choose from, dental & vision plans, 401(k), and an Employee Stock Ownership (ESOP) plan. Job Duties: Support Customer Service Planners with daily administrative and scheduling activities. Communicate with customers to gather required information, including machine log files and installation documentation. Coordinate machine installation planning by sending utility requirement lists and confirming customer readiness. Request attendee information and background details for equipment training sessions. Schedule and coordinate installation, training, and service activities by proposing and confirming dates with customers. Maintain accurate records and provide timely updates to internal teams. Help ensure customer projects remain organized, on schedule, and executed seamlessly. Qualifications: Previous administrative, customer service, scheduling, or planning experience. Excellent communication and organizational skills. Strong attention to detail and the ability to manage multiple priorities. Proficiency with Microsoft Office (Outlook, Excel, and Word). A proactive, customer-focused attitude with strong follow-up skills. Experience in a manufacturing, engineering, or industrial environment is a plus. Qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or genetic information.

About the Company

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Sterling Engineering, Inc.

Sterling Engineering has been a trusted partner for engineering, project management, and staffing solutions for over five decades. We provide exceptional engineering/technical recruitment and engineering project services to clients nationwide:

 

  • Engineering & Technical Recruitment - With our focus on engineering, technical, and IT, Sterling has the in-depth knowledge, industry expertise, and robust employee pipeline it takes to rapidly find talent for even the most difficult to fill positions. Sterling’s extensive recruitment methodology allows us to engage the most talented employees in the marketplace. We offer exciting work and career-building opportunities for our candidates, along with expert support at every step of the process.

 

  • Engineering Project Services – Our experienced, multi-disciplined team of project managers, engineers, and designers, led by licensed Professional Engineers (PE), provide project management, engineering, design, and Commissioning, Qualification, and Validation (CQV) to manufacturing, OEM, and R&D customers. We work on complex, highly technical projects across a number of industry sectors, and our ability to scale and seamlessly integrate at multiple levels of your organization is what differentiates us.

 

Sterling offers a unique combination of engineering solutions and Best of Staffing level service to help our clients and talent achieve their goals.

COMPANY SIZE
500 to 999 employees
INDUSTRY
Staffing/Employment Agencies
FOUNDED
1969
WEBSITE
http://www.sterling-engineering.com