Administrative Support Specialist

3 weeks ago

Glendale, Arizona, United States Institech Inc. Full time

Job Summary

Institech Inc. is seeking an experienced Administrative Support Specialist to provide high-level administrative support to the HR Department and office staff. The ideal candidate will be detail-oriented, able to prioritize tasks, and manage time efficiently.

Key Responsibilities

  • Answer all incoming calls and forward them to the appropriate department or personnel
  • Greet visitors in a prompt and professional manner and direct them to the appropriate individual for assistance
  • Sort and distribute all incoming mail to the appropriate department or recipient and process outgoing mail
  • Perform general office duties, including typing memos, notices, labels, and correspondence, making photocopies, sending and receiving faxes, and performing general errands for the office
  • Maintain a neat and clean office environment, including conference rooms, at all times and monitor office equipment, assist users, and schedule repairs as needed
  • Maintain and monitor inventory of office supplies and postage and order as needed
  • Act as point of contact for the cleaning crew and internal cleaning needs
  • Take employee photos, maintain information online, and make employee badges as needed
  • Order business cards and stationery as needed
  • Maintain company phone lists and send out notices when new contacts are added or need to be deleted and publish updated phone lists
  • Schedule training courses for technicians as needed
  • Maintain and track employee training records, including certifications, on the shared drive
  • Send out employee communication and obtain acknowledgement forms when required and contact employees that have outstanding items and assist them with completion as needed
  • Post monthly birthday and anniversary lists on internal bulletin boards and create birthday cards for employees to sign
  • Schedule and coordinate employee notifications for annual flu shots and special events
  • Assist HR with conducting reference checks for new hires

Requirements

  • Minimum of two years experience working in an office environment, handling incoming calls, and performing general office duties
  • Associate Degree a plus
  • Ability to work independently, prioritize work, and manage time effectively
  • Proficient in the use of Microsoft Office
  • Detail-oriented and able to function efficiently and accurately with minimal supervision
  • Professional demeanor, along with the ability to communicate effectively with customers, vendors, and other employees of the organization, which requires excellent written and oral communication skills
  • Ability to exhibit a high level of confidentiality
  • Ability to recognize issues and initiate steps to correct and resolve them
  • Must have a valid driver's license and be insurable
  • Able to lift or move 20 pounds

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