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Administrative Assistant

4 months ago

Plymouth, United States Optimal Inc. Full time
Job DescriptionJob Description

We are looking for a pleasant detailed orientated Front Desk Representative to undertake all receptionist, clerical, and building maintenance job duties at the desk of our main entrance. This person should be professional in attitude and appearance, with the ability to be resourceful and proactive when issues arise.

You will be the "face" of the company for all visitors and will be responsible for the first impression we make.

The ideal candidate will have a friendly and easy-going personality while also being very perceptive and disciplined. You should be able to deal with complaints and give accurate information. A customer-oriented approach is essential. The goal is to make guests and visitors feel comfortable and valued while on our premises.

Location: Plymouth, MI
Full time: Monday thru Friday 9:00 am to 6:00 pm

Front Desk Duties

  • Answering screening and forwarding incoming phone calls, operating main phone line switchboard.
  • Arrange travel and accommodations.
  • Maintain company phone lists and directories.
  • Stand skilled with the use of professional communications etiquette over the phone and in person.
  • Provide basic and accurate information in-person and via phone/email.
  • Route calls to specific employees, take and relay messages.
  • Answer inquiries pertaining to the company.
  • Greet visitors warmly and make sure they are comfortable.
  • Contact employees waiting for visitor and book them a room to meet in.
  • Schedule meetings and conference rooms.
  • Make coffee and order lunches as requested.
  • Coordinate mail flow daily in and out of office - Mailbox located off-site.
  • Collect and distribute parcels and other mail - FedEx, UPS etc.
  • Coordinate all Fed Ex packages for all departments.
  • Coordinate office activities as requested.
  • Maintain log of all company vehicle license plates, auto insurance, drivers name list, ready to go for the next driver.
  • Maintain hotel log ins, corporate rate.
  • Maintain all shipping log ins, discount rate
  • Arrange appointments.
  • Send company-wide email and faxes.
  • Tidy common areas, maintaining the appearance of the front door, office, hallway, and kitchen.
  • Organize office, janitorial supplies, and kitchen supplies.
  • Restock coffee maker and kitchen supplies.
  • Load dishwasher, run dishwasher and unload dishwasher - daily.
  • Clean countertops and tables - daily.
  • Water plants - weekly.
  • Turn lobby monitor on/off - daily.
  • Comfortable with tedious tasks.
  • Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.

Administration and Building Maintenance Job Duties

  • Prepare bank deposits. Perform basic accounting functions.
  • Oversee office equipment, arrange for vendor services, and manage communication with vendors.
  • Maintain inventory.
  • Inventory engineering & staffing printer toner supplies and order on time.
  • Assist in organizing companywide events.
  • Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
  • Filing and clerical duties.
  • Provide admin support to all departments.
  • Respond to all special project requests from Administration department.

Required Experience

  • High School diploma
  • 1-3 years related experience and/or training; or equivalent combination of education and experience.
  • Microsoft Office skills - Excel, Word, Outlook, PowerPoint etc.