Receptionist and Administrative Coordinator

2 weeks ago

Bellevue, Washington, United States Daikin Full time

Position Overview: The Administrative Operations Assistant plays a crucial role in supporting the designated department by performing essential office tasks and delivering exceptional customer service. This position is responsible for managing schedules, organizing meetings, coordinating travel, handling correspondence, and overseeing budget-related activities. The role also involves creating and preparing presentations and reports to ensure alignment with departmental goals and objectives.

Key Responsibilities:

  • Provide comprehensive and confidential administrative support.
  • Maintain and manage contact lists, including phone numbers and email addresses.
  • Organize and uphold both general and confidential filing systems.
  • Create, update, and maintain both electronic and physical documents.
  • Process invoices, accounts payable vouchers, and expense reports.
  • Prepare various documents and perform general office tasks as required.
  • Handle incoming and outgoing communications, including mail and phone calls.
  • Review and analyze memos, submissions, and reports to assess their importance and manage their distribution.
  • Follow up on projects, relay information, and stay informed about departmental activities and schedules.
  • Organize personal workload, prioritize tasks, and meet critical deadlines.
  • Generate, analyze, and present various reports as needed.
  • Assist with travel arrangements when necessary.
  • Order and maintain office supplies and other necessary materials.
  • Undertake additional projects and responsibilities to support ongoing business needs.

Nature & Scope:

  • Utilizes practical knowledge of the job area typically gained through advanced education and relevant work experience.
  • Handles a variety of straightforward assignments.
  • Works independently with general oversight.
  • Encounters challenges that are difficult but generally not complex.

Knowledge & Skills:

  • Strong customer service and relationship management skills, both in-person and through various communication channels.
  • Ability to establish and maintain positive professional relationships with internal and external stakeholders.
  • Proficient in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and database applications.
  • Excellent verbal and written communication skills, including effective questioning and listening abilities.
  • High attention to detail and accuracy, along with effective problem-solving capabilities.
  • Ability to multitask and work independently with minimal supervision.
  • Strong organizational and time management skills, including effective prioritization.
  • Ability to exercise discretion and manage sensitive information confidentially.
  • Professional demeanor with the ability to manage challenging situations calmly.
  • Consistently displays confidence and composure.
  • Ability to thrive in a fast-paced and constantly evolving environment.
  • Demonstrates strong work ethics and integrity in all tasks.

Experience:

  • 2 to 4 years of experience in a customer service-oriented role.
  • 3 or more years in an administrative capacity.

Education/Certification:

  • High School diploma is required; advanced education is preferred.

People Management: None

Physical Requirements / Work Environment:

  • Must be capable of performing essential responsibilities with or without reasonable accommodations.

Reports To:

  • Department Supervisor/Manager

The Company is committed to providing equal employment opportunities to all employees and applicants, ensuring a diverse and inclusive workplace.

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