Administrative Assistant
3 weeks ago
1.Answering the phone calls
a.Filtering calls to the appropriate person, when appropriate.
2.Greeting guests & reception area
a.Introduce yourself to people as they walk through the door.
b.Ask who they come to see.
c.Call the person they are visiting to make them aware of their arrival.
d.Offer something to drink.
e.If you were given previous notice, set up their name on the screen.
f.Have conference room snacks/drinks ready for visitors (clients, executives, etc.)
g.Make sure you ask if they need us to order lunch for them.
h.If the person comes to complete an employment application:
a.Provide an application depending on the language they prefer (English/ Spanish).
b.Make sure the application is complete (Good contact number, employment history, signed and date).
c.Submit applications to HR department.
i.Assure all visitors that will access the warehouse have the safety vest on.
3.Maintain well kept reception area- free of trash/ old newspapers & magazines.
4.Make sure there is always a seat available for all visitors.
5.Front screen should be turned on every day, showing the month’s birthdays, announcements, events, safety protocol, reminders, or any other information HR needs to communicate to the employees.
6.Clean the conference room after visits and meetings.
II. Breakroom or Coffee Bar
1.Maintain stock of:
a.Coffee/ Coffee filters/ Sugar/ Tea/ Soda/ Napkins/ Paper towels/ Creamer for coffee/ K-cup coffee/ Dish soap/ Cleaning wipes/ Spoons/ Forks
2.Put coffee to brew if there is no more and it is before 10 am.
3. Keep the office area clean throughout the day. Make sure there is no trash and the conference
room is clean.
III. Supply Room
1. Maintain stock of office supplies:
a. Copy paper/ Envelopes (private tinting)/ Letter size envelopes/ Pens/ Pencils/ Staplers/Tape/ Manila folders/ Employee folders/ Tabs/ Binders/ Dividers/ Birthday cards/ Thank you notes/ etc.
2. Maintain an inventory and stock of cleaning supplies.
a. Submit the order for all cleaning supplies 3-5 days before the end of the month.
IV. Clerical Support
1. Create expense reports as requested (Food you ordered, office supplies, cleaning supplies, etc.)
2. Work on the monthly presentation for the TV screen at the front office:
a. The birthdays of the month, announcements, events, safety protocol, reminders, or any
other information HR needs to communicate to the employees.
3. Check on employees’ punches (at least once a day) on PayClock system and help adjust them
accordingly.
a. Submit temporary employee’s hours to HR every Monday morning.
b. Submit Tecma employee’s hours to HR bi-weekly.
c. Keep control over employee attendance by making the appropriate records in our system.
4. Sort mail, separate mail, by Project Manager, open all letters that contain bills or invoices and
send them to the Accounts Payable department.
5. Shred confidential paperwork that’s no longer needed.
6. Mail any documents requested, including but not limited to, checks.
7. Create FedEx shipments.
8. Check printer/ scan machine and deliver documents to whom they belong and make sure it has
paper to print.
V. HR Support
1. Assist to coordinate events and activities related to HR.
2. Assist on the decoration of the office depending on the Holiday of the year.
3. Assist with onboarding/ walkthroughs for new employees.
4. Weekly reports of employee hires and termination.
VI. Lunch
1. Decide what restaurant you are getting food from and create a 4-week menu calendar. Send the
Lunch calendar for approval and post at the main entrance TV screen and by the clock.
2. Place the order: online/ on the phone/ in person.
3. Receive food delivery.
4. There will be occasions when it will be necessary to arrange for food pick up.
5. Set the table (divide the lunch by department and make a note for them to identify their meals)
6. Make sure the kitchen remains clean.
VII. Additional Duties
1. Payroll
a. Take ongoing notes of employees deductions/reimbursements, new hires/terminations,
etc.
b. Enter payroll data and process different entities payroll.
2. Reports
a. Assist on various reports from daily lunch report, weekly headcount report, monthly food
benefit report, and credit card statement report.
3. Data Entry
a. Enter data for new hires and terminations on various platforms (ADP, PayClock, Tress).
b. Maintain an updated employee vacation log.
Note: This job description is not intended to be all-inclusive. Employee may perform other related duties to meet
the ongoing needs of the business.
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