Administrative Assistant/Receptionist

Position Overview

This position performs primarily Administrative Assistant responsibilities, including organizing, scheduling, coordinating, researching, compiling and analyzing information for the Company and/or specific Departments. The incumbent assists the management team and department heads in implementing department activities and internal communications. Works closely with all client facing employees and other employees, customers and/or vendors to assist with exchange of information and requests.

Key Responsibilities

• Utilizes all systems such as Salesforce, Schwab, and Tamarac to maintain and manage client information
• Answers main line phones
• Provides administrative support to client-facing employees on daily tasks such as correspondence, mailings, UPS
• Maintains all conference room calendars
• Handles setting up meeting rooms for client visits
• Orders supplies for company employees
• Notifies the appropriate area when office equipment such as copiers/printers/postage machines are in need of repair
• Maintains copiers/printers and postage machines for every day change of toners and cartridges or any problems
• Distributes and sorts all incoming company mail and passes on to the operations support team for scanning
• Prepares expense reports and travel itineraries for client-facing employees when necessary
• Films and maintains all client statements on the premises for two years
• Handles Salesforce File Cabinet projects for client-facing employees
• Backs up to the other members of the admin team
• Prepares client presentations and assists client-facing employees with meeting coordination
• Manages the processing of all vendor invoices in Salesforce and maintains tracking to Accounts Payable
• Researches information, compiles statistics, gathers and computes various data to prepare reports
• Performs other duties such as special projects and assisting the Office Manager with event planning

Minimum Qualifications

• High School Diploma
• Minimum 1 year of administrative support experience or equivalent
• Ability to exchange information clearly and concisely and to present ideas, report facts and other information
• Ability to manage own workflow and resolve questions and problems with supervisor
• Good written and oral communication skills
• Knowledge of and the ability to practically apply, modern office practices and procedures including the following programs: Microsoft Excel, Word, PowerPoint, Outlook, and Salesforce)
• Good organizational skills; exhibits accuracy when working with detail
• Ability to understand and follow safety/security practices

Preferred Qualifications

• Bachelor's degree

WORKING CONDITIONS

• Work is mainly performed in a normal office environment
• Noise levels usually are moderate
• Prolonged sitting
• Lifting from 5 to 10 lbs. (printer paper, storage boxes)
• Occasional bending or overhead lifting (storing files or boxes)
• The hazards are mainly those present in a normal office setting