Administrative Support Specialist

5 days ago

Ontario, United States States HR CO LLC Full time
Job Description

We are seeking a highly skilled and organized Administrative Support Specialist to join our team at States HR CO LLC in Ontario. This role will be instrumental in maintaining a professional and welcoming front desk environment while supporting administrative operations.

Key Responsibilities:
  • Greeting and Check-in Process: Greet clients, visitors, and staff with a professional and courteous demeanor, managing check-ins efficiently and effectively.
  • Phone System Management: Manage a multi-line phone system to answer and redirect calls promptly while maintaining professionalism.
  • Conference Room Bookings: Coordinate conference room bookings and ensure meeting spaces are prepared and well-equipped for use.
  • Mail and Deliveries: Handle mail and deliveries, including sorting, distributing, and scheduling courier pickups as needed.
  • Reception Area Maintenance: Maintain a clean and organized reception area that reflects the company's commitment to high standards.
  • Administrative Tasks: Assist with administrative tasks such as filing, data entry, and preparing documents or reports for meetings.
  • Office Supplies: Monitor and order office supplies in collaboration with the facilities or procurement team.
  • HR and Operations Support: Support the HR and Operations departments with scheduling interviews or onboarding new hires as necessary.
  • Security Protocols: Adhere to security protocols by managing visitor logs, issuing access badges, and monitoring building entry procedures.
Requirements:
  • Communication Skills: Exceptional verbal and written communication skills to handle client interactions and professional correspondence.
  • Technical Skills: Proficiency in using office software, including Microsoft Office Suite and scheduling tools.
  • Organizational Skills: Strong organizational skills with attention to detail for managing appointments and office tasks.
  • Discretion and Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.
  • Education: A high school diploma or equivalent is required.
  • Problem-Solving Skills: Strong problem-solving skills and the ability to manage last-minute changes efficiently.
Preferred Qualifications:
  • Previous Experience: Previous experience as a receptionist or administrative assistant in a corporate environment.
  • Technical Familiarity: Familiarity with multi-line phone systems and visitor management software.
  • Corporate Knowledge: Knowledge of corporate protocols, such as handling VIP guests or coordinating executive schedules.
  • Travel Arrangements: Experience coordinating travel arrangements or managing executive calendars.
  • CRM Software: Familiarity with customer relationship management (CRM) software or other enterprise tools.
  • Language Skills: Ability to speak multiple languages to assist with diverse clientele.
  • Security Knowledge: Knowledge of security protocols or experience handling sensitive data.
  • Post-Secondary Education: Post-secondary education is a plus.

Working Hours: Monday - Friday, 9am-5pm.
Estimated Salary: $45,000 - $55,000 per year.

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