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GENERAL SUMMARY:
This person performs a variety of routine and non-routine clerical and administrative tasks, providing support to management and coworkers with day-to-day administrative activities. Additionally, this position serves as the first point of contact for customers, vendors and guests.
ESSENTIAL RESPONSIBILITIES:
- Provides clerical support to management and co-workers, as needed or requested to include, but not limited to, document control, filing, scanning, copying, creation of files/labels, mailings,
faxes, memos, announcements, meeting scheduling, and other basic administrative tasks
- Greets customers, vendors, co-workers and guests at the reception desk and via telephone, in a positive helpful manner, eagerly promoting exceptional customer service as the first point
of contact for the organization
- Answers incoming calls timely and connects callers with the appropriate staff member; taking and distributing messages, as needed
- Responsible for ensuring that the front desk and switchboard is adequately covered during regular business hours
- Maintains the company’s general voicemail system, updating outgoing communications and forwarding messages to the appropriate staff member
- Maintains, updates and distributes the company’s phone list when changes occur
- Maintains a clean and orderly reception area, supply areas, office breakroom and copier/mail alcove at all times
- Assures that the office breakroom and copier/mail alcove is adequately stocked
- Identifies meetings that will include external guests and prepares the conference room, as appropriate
- Is available to greet meeting participants, offering beverages and advising them of the location of our onsite amenities
- Notifies internal parties of guest(s) arrival
- Prepares/distributes monthly employee recognition calendar to include pay dates, employee/company events, holidays, employee bdays and anniversaries
- Creates/updates office nameplates for new employees, or when changes occur
- Responsible for ordering office and facility supplies
- Responsible for the daily preparation, pick-up, drop-off, date-stamping and distribution of the organization’s mail
KNOWLEDGE AND SKILLS:
- High School Graduate or equivalent is required
- Must have exceptional oral communication proficiency; ability to multi-task; and possess strong organizational skills
- Must be a positive team player, with the ability to handle multiple projects/tasks at once, while maintaining integrity and confidentiality
- Must have experience using general office equipment
- Intermediate proficiency in Microsoft Office Suite, including Outlook, Excel, Word
- Must be able to read, write, and clearly speak and understand English