Receptionist/administrative Assistant
2 months ago
Posted April 12, 2024
**Receptionist/Administrative Assistant**:
Accountable for daily office operations as directed by Office Manager and assisting the HR / Marketing Departments using effective time management skills and prioritizing tasks. Reports directly to the Office Manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Maintain shared calendar and available room assignments.
- Communicate with Building Security Desk regarding visitors and deliveries.
- Manage incoming phone calls and communication through interoffice cell phone.
- Greet visitors warmly, offer refreshments, find the party they are seeing and seat them in the proper conference room or office.
- Direct all office traffic accordingly.
- Open, date stamp and route incoming mail and packages.
- Remit all packing slips and receipts to Office Manager.
- Track office related packages for receipt of items and remit to Office Manager.
- Manage assignments for Courier / Fed-Ex / outgoing mail for all departments.
- Complete mass mail or package mail-outs as requested.
- Stock kitchenettes with snacks, coffee, soda, etc.
- Ensure common spaces are presentable on (2) specific floors during the day and at end of day.
- Clean and reassemble conference rooms after each meeting.
- Manage the inventory lists for Office supplies/concession items on a monthly basis.
- Manage office machine(s) Inventory lists on a monthly basis.
- Complete print and copy jobs as needed.
- Order/send out items for printing as needed.
- Keep machines, workstation areas and conference rooms stocked as needed.
- Assist with ordering, setting up and cleaning up for office luncheons and events.
- Support Office Manager and HR Manager with Company related projects and events.
- Assist Marketing Department with preparing proposal / information / marketing packets as needed.
- Assist with New Hire Task Lists.
- Assist with New Hire Packets updates and assembly.
- Assist with preparation for new employee arrivals.
- Arrange HR related events and monthly sentiments as directed.
- Remit "Week at a Glance" for following week on Friday to Office Manager.
- Other duties as assigned.
QUALIFICATIONS:
- High school diploma/GED required
- Bachelor's degree preferred
- Proficient in using Microsoft Office programs
- Ability to communicate effectively verbally and in writing
- Great organization and attention to detail
- Friendly, outgoing and personable demeanor
No recruiters please.
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