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Administrative Support Specialist

2 months ago

Carlsbad, United States Sharpcontra Full time
Job Summary

The Administrative Support Specialist is a highly visible, interactive professional who provides a high level of customer service and is responsible for a variety of tasks including answering incoming calls, greeting visitors and managing the conference room scheduling and access card systems. The role interacts with various internal departments, offices (domestic and international), and other entities managed by the firm and external parties.

Key Responsibilities
  • Provide concierge services and greet and escort clients and visitors to conference rooms and/or visitor offices.
  • Operate a multi-line telephone system to answer, screen, and forward calls.
  • Manage all booking requests for visitor offices, conference rooms, and event spaces using the electronic reservation system (EMS). Coordinate logistics and services with core departments as it relates to room set-up, catering, and IT Services.
  • Facilitate and track visitor arrivals and departures for security awareness and compliance.
  • Inform management of facilities issues.
  • Manage the office intranet page, floor plans, calendar and send daily visitor announcement emails.
  • Assist with preparation of quarterly security system access reports.
  • Perform other duties as needed.
Requirements
  • Demonstrated ability to communicate effectively, both orally and in writing, and make decisions using sound judgment.
  • Ability to manage changing circumstances quickly and calmly while being responsive to client/guest needs. Work well under pressure and prioritize work to meet multiple deadlines in a dynamic and complex environment.
  • Ability to adjust work schedule, as needed, to accommodate firm events, meetings, firm holidays, inclement weather and emergencies, working overtime as required.
  • Maintain a professional appearance and adhere to a business casual dress code.
  • Ability to work independently and in a team-orientated, client service environment in a cooperative, enthusiastic and friendly manner.
  • Proficient in Microsoft Office, virtual applications (i.e. Microsoft Teams, Zoom), and familiarity with visitor and event management systems (i.e., EMS, Kastle System). Adept at learning new software.
  • Must possess the interpersonal skills necessary to communicate information with tact and courtesy as well as follow instructions effectively.
Education and Experience

The position requires an Associates Degree or equivalent. Equivalent experience may substitute for education.

The position requires a minimum of two (2) years of direct experience demonstrating knowledge, skills and abilities relevant to the position. Work experience in a legal or professional services environment is a plus.