Front Desk Administrative Assistant

2 months ago

Lake Mary, United States Qualus Full time

Position Overview:

Power your future with Qualus as our Front Desk Administrative Assistant This role is responsible for ensuring the smooth operation of daily office activities. This role requires close collaboration with Support Services, Executives, and employees to maintain a professional and efficient work environment.

Responsibilities:
  • Greet visitors and manage front office security, including badge access for guests.
  • Order and organize office supplies, focusing on cost efficiency.
  • Serve as the primary liaison between office staff and building property management.
  • Handle incoming calls and route them to the appropriate departments.
  • Maintain the cleanliness and organization of breakrooms, conference rooms, and storage areas.
  • Assist with executive-level expense reports.
  • Purchase and organize groceries, snacks, and coffee supplies for the office.
  • Prepare coffee, set out snacks, and ensure the cleanliness of breakroom areas.
  • Coordinate the receipt and dispatch of mail and packages (USPS, FedEx, UPS, etc.).
  • Scan and email invoices as needed.
  • Support in-office events and meetings by scheduling conference rooms, arranging catering, and managing AV requirements.
  • Manage conference room calendars.
  • Maintain the interoffice directory and provide backup data entry support for Microsoft Exchange/office email systems.
  • Ensure office equipment is properly maintained.
  • Contribute to the departments success by accepting new tasks, exploring opportunities to improve processes, and adding value to job responsibilities.
  • Perform other duties as assigned.
Qualifications:
  • Availability to work from 8:00 AM to 5:00 PM, Monday through Friday.
  • 2-5 years of professional experience in office management or facility coordination.
  • Experience as a receptionist or similar role, with responsibility for greeting visitors and answering phones.
  • Experience providing administrative support to executive and director-level staff (preferred).
  • Experience managing executive-level travel arrangements and communication with relevant stakeholders (preferred).
  • Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
  • Bachelors degree preferred; minimum of an associate's degree required.
  • Strong planning and organizational skills with the ability to prioritize multiple tasks.
  • Sound judgement and problem-solving abilities with a focus on rational decision-making.
  • Excellent attention to detail and a high level of accuracy.
  • Strong interpersonal and communication skills.
  • Demonstrated initiative in previous roles.
  • Professional appearance and demeanor.
  • Enjoys working in a busy, high-energy office environment.

#LI-AM2

Company Overview:

Qualus is a leading pure-play power services firm and innovator at the forefront of the energy transition, with differentiated capabilities across grid modernization, resiliency, security, and sustainability. The firm partners with utilities, commercial, industrial, and government clients, and renewable and energy storage developers, offering comprehensive solutions through boutique and integrated advisory, planning, engineering, digital solutions, program management, and specialized field services. Qualus also provides software and technology enabled services and develops breakthrough solutions for critical power industry challenges such as distributed and variable resource integration, emergency management, and secure data exchange. The firm has nearly 1,200 professionals, with offices throughout the U.S. and Canada.

EEO:

Qualus is an Equal Opportunity Employer. We celebrate the unique differences of our employees because that is what drives curiosity, innovation, and the success of our business. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations in locations where we operate.

At Qualus, we believe everyone has value; and that the diversity and inclusion among our teams is what sets us apart for optimal success. We put people first because we care. Accommodations are available for applicants with disabilities. For details, view a copy of the Qualus Equal Opportunity and Affirmative Action Policy Statement here.

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