Office Receptionist and Executive Assistant
2 weeks ago
Company Background:
XC Container LLC is a prominent provider of shipping containers across multiple states, dedicated to delivering innovative and top-notch storage solutions. Our commitment to excellence and customer satisfaction drives our growth in the storage sector. As we expand our operations, we are in search of a talented and experienced Administrative Coordinator and Reception Specialist to enhance our office functions.
Role Summary:
We are looking for a highly organized and personable full-time Administrative Coordinator and Reception Specialist to become a vital part of our team. This diverse role encompasses managing the front desk, offering executive administrative assistance to office leaders, supporting staff with various administrative responsibilities, and overseeing general office management tasks. The ideal candidate will be professional, proactive, and adept at multitasking in a dynamic environment.
Reception Responsibilities:
- Welcome and greet visitors with a warm and friendly attitude.
- Handle, screen, and direct incoming phone inquiries.
- Maintain the reception area, ensuring it is tidy, organized, and welcoming.
- Schedule and coordinate appointments and meetings.
- Manage incoming and outgoing correspondence and packages.
- Assist walk-in applicants with application processes.
Executive Administrative Assistance:
- Deliver comprehensive administrative support to office executives, including managing calendars, arranging travel, and processing expense reports.
- Draft and refine correspondence, communications, presentations, reports, and other essential documents.
- Assist in meeting preparations, including organizing conference calls, preparing agendas, and documenting meeting minutes.
Support for Office Staff:
- Provide assistance to office personnel with various administrative tasks, such as data entry, filing, and document organization.
- Facilitate internal and external communications on behalf of the office team.
- Support the planning and execution of office events and activities.
- Oversee general office operations, including supply management, equipment upkeep, and vendor coordination.
- Ensure adherence to office policies and procedures, updating them as necessary.
- Perform additional duties as assigned to maintain smooth office operations.
Qualifications:
- High school diploma or equivalent required; associate's or bachelor's degree preferred.
- Demonstrated experience as a receptionist, administrative assistant, or in a comparable role.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Exceptional verbal and written communication skills.
- Strong organizational and multitasking capabilities.
- Professional demeanor and attitude.
- Ability to maintain confidentiality and manage sensitive information discreetly.
- Strong problem-solving abilities and the capacity to work independently.
- Bilingual in Spanish/English preferred.
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