Administrative Support Specialist
2 weeks ago
Position Summary:
The Administrative Support Specialist plays a crucial role in managing the operational tasks of the department. This position is essential for maintaining a smooth workflow within the office environment, which includes responsibilities such as preparing documentation, assisting management and staff with various organizational and communication tasks, and handling sensitive and confidential information with care.
Key Responsibilities:
- Foster a welcoming atmosphere for all visitors.
- Manage the check-in process for guests, ensuring they are directed appropriately.
- Handle incoming referrals via phone and online, scheduling meetings with the relevant personnel.
- Respond to inquiries on the welcome desk phone lines.
- Collaborate with various departments and security personnel.
- Oversee the reception and distribution of mail and packages, ensuring timely delivery to staff and storage areas.
- Prepare the welcome desk and service areas for use by guests and staff.
- Maintain inventory of essential supplies and refreshments for visitors.
- Execute administrative tasks such as drafting agendas, memos, and processing documents as directed.
- Provide support during crisis situations, utilizing de-escalation techniques.
- Coordinate with both internal and external parties to address guest needs effectively.
- Adapt to a flexible work schedule, including potential evening and weekend hours.
- Undertake additional projects and responsibilities as assigned by management.
Qualifications:
Education and Experience:
- A minimum of one (1) year of experience in an administrative or clerical role.
Skills and Knowledge:
- Proficiency in English is required; bilingual candidates in English and Spanish are preferred.
- Strong typing, numeric entry, and computer skills (including proficiency in Excel, Word, Zoom, and scheduling software).
- Exceptional verbal and written communication abilities.
- Excellent organizational skills with the ability to prioritize tasks effectively.
- Team-oriented with a strong customer service focus.
Additional Requirements:
- Ability to handle confidential information in compliance with HIPAA regulations.
- Certification in CPR/First Aid is preferred.
- Willingness to undergo tuberculosis (TB) clearance post-offer.
- Regular travel between various locations may be required (5-10% of the time).
- A valid driver's license and appropriate auto insurance are necessary.
- Capability to work a 9/80 schedule.
Experience Level: Entry Level
About TEKsystems:
TEKsystems is a leader in Full-Stack Technology Services and Talent Services, partnering with clients to harness innovative solutions and drive transformation. Our diverse team of 80,000 professionals collaborates with over 6,000 clients, including a significant portion of the Fortune 500, across North America, Europe, and Asia. We are committed to fostering an inclusive workplace and are proud to be an equal opportunity employer.
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