Office Assistant

2 weeks ago

Wayne, United States Affiliated Independent Distributors, Inc. Full time
This position is responsible for ensuring that callers and visitors have a positive and professional first impression of AD. Additionally, the role is responsible for office and facilities tasks that help ensure AD associates have a great place to work. This includes managing facilities-related 3rd party relationships, handling front desk/receptionist and mail responsibilities, supporting new hire onboarding and customer/remote associate visits, planning and executing internal associate events, providing some administrative support, and overseeing/managing to a budget.

Primary Responsibilities:
  • Office/Facility Administration:
  1. Manage relationships with property manager, maintenance staff, and other vendors (furniture, copier, shipping, mail, etc.) to ensure the office runs at optimum level.
  2. Manage inventory/ordering of all office and facility-related supplies.
  3. Coordinate seating assignments for remote associates and visitors and maintain and update the seating resources.
  4. Administer AD's shipping program including preparing, tracking, and coding company shipments and notifying associates of any incoming shipments.
  5. Partner with meetings team in booking conference space and assist with set-up and breakdown.
  • Front Desk Support:
  1. Greet visitors, answer phones, route calls and voicemails, and sort and distribute mail.
  2. Scan and log incoming checks.
  3. Coordinate front desk coverage schedule and calendar.
  • AD Associate Events:
  1. Facilitate the planning and execution of AD associate events. This includes but not limited to annual Summer, Fall & Winter Events, associate celebrations, virtual/in-office contests, etc.
  2. Participate in the AD Events Committee. Schedule committee meetings, research venue information, prepare menu choices, activities, pricing, transportation, etc. Present information to team. Book and order, accordingly.
  • Calendar Management: Oversee administration of calendars that involve internal associate events and holidays.
  • Invoice & Expense Management: Reconcile orders, receipts, and other transactions. Process all facility related invoices, coding to the correct G/L account and submitting to accounting for processing and payment. Manage to overall Facilities budget.
  • New Hire Onboarding: Partner with HR team, managers and IT Department on administrative aspects of new hire onboardings, promotions, etc. (e.g., business cards, name plates, office/cubicle set up, etc.).
  • Perform all other tasks, duties and responsibilities as directed by supervisor. This may also include ad-hoc projects, as assigned.

Requirements

Knowledge, Skills, and Abilities:
  1. Ability to demonstrate exceptional customer service (in person and on the phone)
  2. Display a high sense of urgency
  3. Very detail-oriented
  4. Comfortable supporting and interacting with executives
  5. Excellent organizational and follow-up skills
  6. Strong oral and written communication skills
  7. Strong problem-solving skills
  8. Ability to multitask
  9. Ability to be a team player in a fast-paced environment
  10. Proactive
  11. Self-starter

Qualifications:
  • 1-2 years of administrative, customer service, facilities, or front desk experience (preferably in a corporate office environment)
  • Proficient in Microsoft Office: Outlook, Excel, Word, and PowerPoint skills

Additional Comments:
  • This position is based in Wayne, PA with standard business hours of Monday - Friday 8:00 a.m. - 5:00 p.m.
  • Occasional overtime may be required (before and after standard business hours)
  • Travel: Minimal

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