Administrative Support

About the Role

The primary role for this position is to maintain the reception area, providing exceptional customer service to visitors and employees, answering multi-line phone systems, as well as maintaining office equipment and supplies.

Responsibilities

• Bilingual: must be fluent in English and Spanish
• Serve visitors by greeting, welcoming, and directing them appropriately
• Notify company personnel of visitor arrival
• Answer front desk phone and transfer calls to the correct individual
• Make appointments for all staff or for specific employees, such as executives
• Direct visitors to the correct office
• Respond to all customer inquiries in a polite and timely manner
• Maintain employee and department directories
• Maintain security by following procedures, such as monitoring visitor logbook
• Check emails and voicemails consistently
• Assist with a variety of administrative tasks including copying, faxing, taking notes, and making travel plans
• Prepare meeting and training rooms
• Deliver mail and packages to appropriate destinations
• Maintain inventory of office supply closets
• Order office supplies for the organization
• Help coordinate catering events
• Maintain professional dress, communication, and actions
• Maintain a clean and safe working environment
• Punctual, consistent, and reliable attendance is mandatory
• All other duties as assigned

Requirements

• Thorough and pay attention to detail
• Ability to work well with others
• Patience and the ability to remain calm in stressful situations
• Excellent written and verbal communication skills
• Competency in Microsoft applications including Word, Excel, and Outlook
• Excellent organizational and time management skills
• Experience with administrative and clerical procedures
• Able to contribute positively as part of a team, helping out with various tasks as required
• Consistent, professional dress, and manner
• Interpersonal skills to create a pleasant experience for all customers, such as being personable and attentive
• Strong phone skills
• Comfortable multi-tasking and prioritizing tasks without guidance
• Excellent interpersonal skills

Qualifications

• High School Diploma or equivalent or equivalent work experience preferred
• 2-3 years of relevant experience in an office environment preferred

Physical Requirements

• Sit for extended periods while performing administrative duties
• Stand and walk occasionally throughout the workday
• Use a computer, keyboard, mouse, and telephone for prolonged periods
• Communicate effectively in person, over the phone, and via email
• Lift and carry up to 15–20 pounds occasionally (office supplies, packages, files, etc.)
• Reach, bend, stoop, and retrieve files or office materials as needed
• Maintain visual acuity to read documents, computer screens, and written materials
• Perform repetitive hand and wrist movements, including typing and data entry
• Greet and assist visitors in a professional and courteous manner
• Move throughout the office to deliver documents, escort visitors, or perform other administrative tasks