Administrative Support Specialist
3 weeks ago
We are seeking a detail-oriented and proactive Office Administrator/Receptionist to manage the front desk and provide comprehensive administrative support. This role is pivotal in ensuring smooth daily operations and creating a welcoming environment for clients and visitors.
Key Responsibilities:- Greet customers, employees, and visitors, and ensure a positive first impression.
- Sort and distribute mail, packages, and deliveries, and maintain accurate records.
- Oversee office supplies and inventory, and coordinate maintenance requests to ensure a clean and organized workspace.
- Reconcile monthly P-card purchases and travel expenses, and maintain accurate financial records.
- Support event planning, conference room scheduling, and maintain front office procedures, contact lists, emergency protocols, and FAQs.
- Monitor visitor access and maintain security awareness, and manage onsite vending companies.
- Monitor and maintain office equipment, and make repair notifications as needed.
- Answer phones in a professional manner, direct calls, and take detailed messages as necessary.
- Facilitate internal communication, distribute information, and schedule presentations.
- Suggest more efficient ways to run the office and troubleshoot malfunctions.
- Support all functions and facilities as requested.
- High school degree or equivalent.
- 25 years of proven work experience as an Administrative Assistant, Office Manager, or similar role.
- Knowledge of office procedures.
- Proficiency in office software (Microsoft Office Suite: Teams, Outlook, PowerPoint, Excel) and basic office equipment.
- Familiarity with online calendars and cloud systems.
- Experience using office equipment, including printers and fax machines.
- Excellent verbal and written communication skills, with a professional demeanor and strong attention to detail.
- Ability to handle sensitive information with confidentiality and exercise sound judgment.
- Organizational skills, with an ability to think proactively and prioritize work.
- Critical competencies: Action Orientation, Interpersonal Savvy, Plans & Aligns, Tech Savvy, Being Resilient.
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