Administrative Assistant

About the role

This pivotal role is responsible for the smooth operation of the front desk and providing crucial support to Corporate Administrative Operations, the Office Manager, Executive Assistants and other departments, as needed. The Administrative Assistant ensures the switchboard is open and operating during our business hours, playing a vital role in our daily operations.

Responsibilities

• Open and close the lobby area
• Answer all incoming calls in a professional manner and direct as appropriate and take detailed messages
• Log all Property Management calls on the call log tracker, who call was transferred to and send emails as applicable with the details
• Greet guests in a professional, friendly, and hospitable manner
• Aid Office Manager/Executive Assistants as needed
• Ensure knowledge of staff movement in and out of the organization
• Maintain inventory and report out of order equipment
• Aware of and report suspicious activity to building security
• Prepare and submit work orders to the Building Property Manager using the work order system
• Obtain parking passes and office access passes for new employees and reissue lost or damaged passes and issue parking validations as applicable
• Cancel parking passes and office access passes when employees leave the company
• Prepare for meetings and special events by arranging refreshments and catering when requested and needed
• Order Business cards
• Maintain and confirm conference and training room reservation schedules daily
• Ensure conference and training rooms AV equipment is ready for meetings and assist with connecting AV equipment for meetings
• Process and complete expense reports for card holders and out-of-pocket expenses
• Send, receive, and distribute faxes received via fax machine and e-fax
• Receive and sort, all incoming mail and distribute appropriately
• Stamp, weigh, code, and affix postage to outgoing mail and take to the building mail and FedEx drop location
• Receive all incoming deliveries and log accordingly
• Prepare courier/certified/overnight/return receipt packages
• Maintain check collection log
• Facilitate the process server process – who signed for the documents, who received the documents, who the documents were scanned and emailed to
• Order all office supplies, beverages, and snacks and manage inventory
• Cook up and serve coffee and tea
• Cook up and serve breakfast and lunch
• Coordinate the repair/maintenance of all office equipment (i.e., copiers, postage, and fax machines)
• Maintain office appearance (reception area, copy rooms, breakroom, training rooms and conference rooms)
• Notarize documents as and when needed
• Maintain current employee phone list (business, mobile)
• Maintain and update Front Desk Handbook

Requirements

• High School diploma or GED
• Minimum 3 years of customer service experience

Qualifications

• Employment Eligibility Verification
• Must possess valid documentation to establish identity and U.S. employment eligibility.

Skills

• Excellent verbal and written communication skills

Behaviors

• Positive attitude
• Attention to detail
• Time management
• Problem-solving skills

Motivations

• Commitment to customer service
• Desire to contribute to a dynamic work environment
• Interest in administrative support roles

Education

• High School diploma or GED

Experience

• Customer service experience

Licenses & Certifications

• Notarization license (if applicable)

Equal Opportunity Employer