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Administrative Assistant

3 months ago

Plantation, United States Cadogan Tate Full time
Job DescriptionJob DescriptionDescriptionCadogan Tate moves and stores personal possessions, commercial assets, valuable works of art and priceless furnishings for individuals, companies, auction houses, galleries, collectors and interior designers the world over. For more information on our company, please visit our website, www.cadogantate.com. At Cadogan Tate we pride ourselves on excellency in everything we do. Every member of the team is just as important and we consider ourselves to be a family.

Cadogan Tate Miami Limited has an open position for a Front Desk Receptionist. The essential function of the role is to manage the Front Desk whilst providing general office and administrative support to the Client Services department. This role would ideally suit a highly organized candidate with experience working with auction houses / galleries and an understanding of the logistics involved with the fine art industry.

The successful candidate will have the following attributes:

  • Granting access to the building and greeting visitors
  • Handling email and telephone inquiries, fielding and directing incoming calls
  • Sorting office mail
  • Ordering and maintaining office supplies
  • Providing administrative support to the office
  • Assisting the VP of Client Services as required
  • Computer literacy and data entry experience
  • Ability to communicate fluently in written and spoken English
  • Ability to thrive in a busy environment
  • Professional appearance and demeanor
Qualified candidates should be personable, punctual, professional, efficient, courteous, detail orientated, self motivated, reliable and excellent at multitasking.

This a full-time position, working Monday through Friday and some weekends. The company provides competitive hourly pay and excellent benefits. The salary depends on applicant's driving and moving experience. The candidate must be able to provide proof of authorization to work in the U.S and proof of vaccination.

Key Responsibilities
  • Handle all incoming calls 
  • Ensuring the department calls are handled in a prompt and professional manner 
  • Ensuring the department voicemail messages are reviewed on a daily basis and directed to the appropriate person 
  • Direct all enquiries via call and email to appropriate department 
  • Operate Front Door Intercom in a courteous and professional manner 
  • Meet and greet all visitors, assign visitors badge and inform member of staff they are meeting with of their arrival 
  • Providing excellent customer service at all times 
  • Receive incoming mail and pass to Accounts for sorting 
  • Sort and frank (stamp) outgoing mail 
  • Schedule FedEx shipments as required 
  • Supporting Account Managers with their day to day workload including setting up client files, creating purchase orders, entering iLive data, producing bill of ladings and generating invoices as required 
  • Assisting the HR Department when required 
  • Taking care and focusing attention on all administrative duties to ensure accuracy 
 General 
  • Ensure compliance with all HR policies and procedures, and all other Company policies and procedures in place 
  • Adhere to all Health & Safety policies and procedures 
  • To act at all times in the best interests of Cadogan Tate, its customers and its employees 


Skills Knowledge and Expertise
  • Excellent email etiquette and a good telephone manner that is polite and courteous at all times 
  • Ability to work well under pressure, to cost and time constraints 
  • Highly organized and detail orientated, with the ability to keep multiple projects and client engagements active at once 
  • Ability to thrive in a fast paced, multifaceted work environment 
  • Proficient in Microsoft Office and internal computer systems – Moveware / iLive (training will be provided) 
  • Demonstrates good communication skills both written & spoken 
  • Has excellent time management and organizational skills - Able to multi-task as required 
  • Team player, able to work with all levels of staff in a dynamic environment 
  • Comfortable in a results-driven workplace 


Benefits
  • Contributed Medical, Dental and Vision
  • 401(k) with company match
  • FSA & TRA
  • LTD & STD
  • Life Insurance
  • Competitive PTO Package
  • Abenity Discount Program
  • Wellness Program - Gym Membership