Receptionist/Administrative Assistant

Job Description

ABOUT JOB

Our client is seeking a full-time Corporate Receptionist / Administrative Assistant to join our dynamic team.The position will consist of three primary job functions: receptionist, office coordinator and administrative assistant. The pay range for this position is $28 – $31 per hour, based on experience.

Role and Responsibilities

• Receptionist
  • Manage front desk operations, greet and assist employees and guests, and maintain a professional and welcoming office environment.
  • Answer, screen and direct calls on multi-line phone system.
  • Coordinate conference room bookings, support logistics and planning for in-office events, executive visits, and departmental meetings, including space preparation and coordination with vendors as needed, ensuring space is properly arranged and reset as needed.
  • Receive, send and distribute mail, packages and courier services. Coordinate courier pick-ups and outgoing deliveries, including special and time-sensitive shipments.
  • Maintain updated desk procedures, including contact and distribution lists, and office floor plan.
  • Liaison for building management, distributing internal communications and providing updates as needed.
  • Monitor visitor access and maintain security protocols, including entering guests into the building’s visitor management system, sending access invitations, and coordinating guest access cards as needed.
  • Facilitate emergency preparedness by sharing building and news alerts, policy updates and access disruptions.

• Office Coordinator
  • Responsible for the day-to-day operations of the office to ensure an organized and efficient workplace.
  • Primary liaison with building management for maintenance requests, repairs and facility concerns.
  • Manage vendor relationships for office equipment (copier, phones, postage meter, etc.), scheduling maintenance repairs and engaging the T&I team when necessary.
• Administrative Assistant
  • Provide administrative support to senior leadership and department heads, including scheduling meetings, coordinating travel arrangements and itineraries, calendar management, assist with document preparation, data entry, printing and filing, prepare expense reports, track and code invoices, etc.
  • Assist with team specific research and tracking as needed.
  • Other duties as assigned.

Qualifications and Education Requirements

• Strong working knowledge of Microsoft Office.
• Ability to keep sensitive information highly confidential always.
• Excellent written and verbal communication skills.
• Strong and pleasant telephone and interpersonal skills, and the ability to deal professionally with clients, vendors, and co-workers on the phone and in person.
• Excellent organizational and time management skills, ability to take initiative, use good judgment, demonstrate a strong sense of urgency and attention to detail, and carry multiple projects through to completion.
• Ability to work independently, prioritize work and ask for further clarification when necessary.
• Ability to work under pressure with tight time constraints, as well as the ability to deal with frequent interruptions, unresolved situations, frequent change, delays, or unexpected events.

Required Education and Experience

• High school diploma or equivalent
• Minimum 3 years receptionist and/or administrative experience in professional office

Preferred Education and Experience

• Canva

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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