Administrative Assistant

Position Summary

This pivotal role is responsible for the smooth operation of the front desk and providing crucial support to Corporate Administrative Operations, the Office Manager, Executive Assistants and other departments, as needed.  The Administrative Assistant ensures the switchboard is open and operating during our business hours, playing a vital role in our daily operations. Supports office operations by maintaining inventory, reporting out of order equipment and must have excellent verbal and written communication skills.

Key Responsibilities

·       Open and close the lobby area

·       Answer all incoming calls in a professional manner and direct as appropriate and take detailed messages

·       Log all Property Management calls on the call log tracker, who call was transferred to and send emails as applicable with the details

·       Greet guests in a professional, friendly, and hospitable manner

·       Answer inquiries from staff, residents, and clients

·       Assist Office Manager/Executive Assistants as needed

·       Ensure knowledge of staff movement in and out of the organization

·       Monitor guests and visitors entering and exiting the lobby area

·       Be aware of and report suspicious activity to building security

·       Prepare and submit work orders to the Building Property Manager using the work order system

·       Obtain parking passes and office access passes for new employees and reissue lost or damaged passes and issue parking validations as applicable

·       Cancel parking passes and office access passes when employees leave the company

·       Provide upcoming guests with access information using the DataWatch System.

·       Prepare for meetings and special events by arranging refreshments and catering when requested and needed

·       Order Business cards

·       Maintain and confirm conference and training room reservation schedules daily

·       Ensure conference and training rooms AV equipment is ready for meetings and assist with connecting AV equipment for meetings

·       Process and complete expense reports for card holders and out-of-pocket expenses

·       Send, receive, and distribute faxes received via fax machine and e-fax

·       Receive and sort, all incoming mail and distribute appropriately

·       Stamp, weigh, code, and affix postage to outgoing mail and take to the building mail and FedEx drop location

·       Receive all incoming deliveries and log accordingly

·       Prepare courier/certified/overnight/return receipt packages

·       Maintain check collection log

·       Facilitate the process server process – who signed for the documents, who received the documents, who the documents were scanned and emailed to

·       Order all office supplies, beverages, and snacks and manage inventory

·       Coordinate the repair/maintenance of all office equipment (i.e., copiers, postage, and fax machines)

·       Maintain office appearance (reception area, copy rooms, breakroom, training rooms and conference rooms)

·       Notarize documents as and when needed

·       Maintain current employee phone list (business, mobile)

·       Maintain and update Front Desk Handbook

 Qualifications

·       High School diploma or GED

·       Minimum 3 years of customer service experience

Employment Eligibility Verification

• Must possess valid documentation to establish identity and U.S. employment eligibility.
• Submission to, and ability to pass, a thorough pre-employment background check and drug screening is a requirement for employment.   

 

The Integral Group. is an Equal Opportunity Employer

As an equal-opportunity employer, The Integral Group recognizes that our strength lies in our people. We are committed to diversity.