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 various office tasks and delivering exceptional customer service. This position involves managing schedules, organizing meetings, coordinating travel, handling correspondence, and overseeing budgetary matters. The assistant is responsible for developing and preparing presentations and reports that align with the objectives of the business unit.

Key Responsibilities:

  • Provide comprehensive and confidential administrative support.
  • Maintain and manage contact lists, including phone numbers and email addresses.
  • Organize and preserve both general and confidential files.
  • Create, update, and manage electronic and physical documents.
  • Process invoices, accounts payable vouchers, and expense reports.
  • Prepare documents, perform filing, and execute other general office tasks as needed.
  • Handle incoming and outgoing communications, including mail and phone calls.
  • Review and interpret memos, submissions, and reports to assess their importance and determine distribution.
  • Follow up on projects, relay information, and stay informed about departmental activities and schedules.
  • Prioritize work effectively, manage time efficiently, and meet critical deadlines.
  • Generate, analyze, and present various reports as required.
  • Assist with travel arrangements as necessary.
  • Order and maintain office supplies and 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 supervision.
  • Encounters challenges that are difficult but not overly complex.

Knowledge & Skills:

  • Demonstrates effective customer service and relationship management skills through various communication channels.
  • Establishes positive professional relationships with internal and external stakeholders.
  • Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
  • Exhibits strong verbal and written communication skills, including active listening and questioning abilities.
  • Maintains a high level of attention to detail and accuracy, with effective problem-solving capabilities.
  • Possesses the ability to multitask and work independently with minimal supervision.
  • Demonstrates strong organizational and time management skills, including effective prioritization.
  • Handles sensitive and confidential information with discretion.
  • Exudes a positive and professional demeanor, capable of diffusing challenging situations.
  • Displays professionalism, patience, poise, and tact in all interactions.
  • Exhibits confidence and control in a fast-paced, dynamic environment.
  • Applies strong work ethics and integrity in all job functions.

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 required; advanced education preferred.

People Management: No

Physical Requirements / Work Environment:

  • Must be able to perform 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, regardless of race, color, religion, creed, national origin, citizenship, veteran status, disability, medical condition, marital status, sex, age, sexual orientation, gender identity, or any other characteristic protected by law.

Pay Range: $25 - $28 per hour

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