Assistant Office Manager/Administrative Assistant

Chm2 Solutions Inc. Providence , RI 02901

Posted 4 weeks ago

The receptionist is the person who represents the company, giving the first impression to our callers and visitors and is responsible for ensuring that the first impression is welcoming, friendly and professional. This position provides general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for welcoming visitors, answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties .

Essential Duties:
The duties listed below are the essential functions of this position, and they may change as the needs of the company demand. All associates are expected to do what is necessary to get the work done and to cooperate fully with their supervisor?s requests for additional or altered duties.

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.

Greets all visitors to the company and notifies associates that the visitor is waiting.

Offer water to visitors, direct them to restrooms and generally ensure they feel welcome at our office.

Monitor visitor log book and issue visitor passes as needed.

Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.

Receives, sorts and forwards all incoming mail.

Provides shipping labels for associates and coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)

Responsible for ordering, receiving, stocking and distribution of office supplies.

On site contact for assistance with printers, scanners, copiers, break room equipment, coffee machine, water dispensers, etc.

Act as on-site liaison between company employees and property management when issues arise on site (lighting, janitorial, etc.).

Assist Executive Assistant as needed with meeting set up and clear up after executive meeting and other special meetings as needed.

Assist other administrative staff as needed and priorities allow

Provide back-up administrative support to Executive Assistant

Assist with conference room calendars and company calendar

Run errands as needed for company matters

Assists with other related clerical duties such as photocopying, faxing, filing and collating, data entry, mailing etc. as needed.

May pick up and/or order breakfast, lunch or meeting refreshments for training meetings, orientation or executive staff as requested.

Assists with planning company events in conjunction with HR team, including Thanksgiving, Christmas and other company celebrations and community outreach, including setting dates, contracting with venues, menu, activities etc.

Other duties as assigned

Education/Training/Experience:
High School Diploma (Associate?s Degree preferred) is required

1-2 years of administrative experience, preferably using a multi-line phone system in a professional office environment

Prior experience working in the Hospitality industry is preferred

Proficient user of Microsoft Outlook, Internet

Must be friendly, flexible, confident and consistently demonstrate a helpful, positive attitude.

Must present a professional appearance and use professional, well-spoken verbal communication skills in English.

Excellent interpersonal skills with the ability to communicate professionally

Ethical, honest and trustworthy

Must be able to easily use and learn new computer programs as systems are upgraded and improved

Must have high attention to detail skills

Ability to move from task to task quickly and effectively, even with interruptions

This position requires regular attendance, punctuality and the ability to work during normal office hours.

Must have knowledge of a variety of computer software applications in word processing, spreadsheets, and presentation software (MSWord, Excel, PowerPoint).

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Assistant Office Manager/Administrative Assistant

Chm2 Solutions Inc.