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Administrative Assistant

2 months ago

Santa Clara, United States Robert Half Full time
Job DescriptionJob DescriptionWe are seeking an Administrative Assistant for our team in Santa Clara, California, United States. In this role, you will be responsible for various administrative tasks in an office setting, keeping the workplace organized and running smoothly. This position offers a contract to permanent employment opportunity.

Responsibilities:
• Greet and assist customers, ensuring a welcoming and orderly front desk and lobby area
• Oversee the cleanliness and organization of the office, conference rooms, and kitchen area
• Coordinate with vendors for office plant and foliage maintenance
• Manage and replenish office supplies, groceries, and sundries inventory
• Coordinate work orders and scheduling of office maintenance
• Handle document access on the Intranet portal for employees in collaboration with the IT department
• Maintain logs for credit card payments and purchase orders
• Receive and dispatch Office mail and FedEx/UPS shipments
• Manage wireless phone lines and monthly payments
• Ensure compliance with office business licenses and business entities
• Coordinate travel arrangements for employees and customer visits, including flight, hotel, transportation, and catering services.• Proficient in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook
• Experience with answering inbound and outbound calls
• Excellent customer service skills and ability to interact professionally with all levels of staff and clients
• Strong data entry skills with attention to detail and accuracy
• Ability to manage email correspondence effectively and professionally
• Experience with scheduling appointments and managing calendars
• Ability to handle multiple tasks simultaneously and meet deadlines
• Good verbal and written communication skills
• Must exhibit a high level of confidentiality and discretion
• Ability to work independently as well as part of a team
• Strong organizational skills and ability to prioritize tasks
• Proactive and able to take initiative when necessary.