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Front Office Administrative Assistant

Summary/Objective

Provides general office support with a variety of clerical activities and related tasks. The receptionist/Admin Assistant will be responsible for answering incoming calls, receiving the public, providing customer assistance, mail distribution, flow of correspondence, requisition of supplies, data entry, record keeping as well as additional clerical duties.

Essential Functions

Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries. Directs visitors by maintaining employee and department directories; giving instructions. Maintains security by following procedures; monitoring logbook; issuing visitor badges.
Answers telephones and directs the caller to the appropriate associate. Will transfer a caller to an associate’s voice mailbox when the associate is unavailable.
Takes and retrieves messages for various personnel.
Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.
Maintains a safe and clean reception area by complying with procedures, rules, and regulations. ensures all plants are watered and pruned.
Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
Receives, sorts and forwards incoming mail. Maintains and routes publications.
Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
Maintains office supply inventory.
Responsible for ordering, receiving, stocking and distribution of office supplies.
Assists with other related clerical duties such as photocopying, faxing, data entry, filing and collating.
Act as liaison for building materials and maintenance. Coordination and scheduling of materials and maintenance as needed.
Assist with office machines service calls and scheduling maintenance as needed
Prepares outgoing mail; pick up on 2nd floor daily at 10:30 am
Assist shipping and receiving department with orders when needed
Duplicates and distributes materials
Composes, types and edits correspondence, reports, memorandum and other material.
Assist public with the use of department facilities.
Order and maintain Micro Market inventory and stock
Ensure both employee lunchrooms are continuously stocked with need supplies
Manage and track inventory for all office supplies and break room supplies
Assist with other tasks as assigned by manager
Assist logistics department with online orders and RMAs on a daily basis
Act as backup for logistics department for all orders and RMAs

Competencies

Flexibility.
Highly reliable
Communication Proficiency.
Collaboration Skills.
Customer/Client Focus.
Technical Capacity.
Ethical Conduct
Initiative
Pleasant personality and enjoys interacting with public
Time Management

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m.

Required Education and Experience

Bachelor degree preferred
One year of administrative experience.
Telephone skills, verbal communication, MS Office proficiency, listening skills, professionalism, customer focus, organizational skills, informing others, handles pressure well, supply management skills, reliability, and accountability.

Additional Eligibility Qualifications

Two years of increasingly responsible related experience, or any equivalent combination of related education and experience.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Benefits: