Front Desk Administrative Assistant

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Job Type

Full-time

Description

Position Overview:

As the Front Desk Administrative Assistant, you play a pivotal role in supporting Bell and/or Manager through a variety of administrative, clerical, and receptionist duties. Your role is crucial in projecting a professional image of our company, both in person and over the phone. The Assistant plays a key role in the daily operations of our office, contributing to a welcoming and efficient environment.

Key Responsibilities:

• Serve as the first point of contact for our office, efficiently managing phone calls and directing them to appropriate staff members, while handling general inquiries with ease.

• Welcome and verify visitors, ensuring a seamless entry process and being attentive to scheduled guests and daily events.

• Greet clients and visitors warmly, facilitating the use of our iPad visitor login system.

• Utilize Microsoft Office suite (Word, Excel, Outlook) to create and modify documents, contributing to the smooth operation of our office.

• Execute general clerical tasks, including photocopying, faxing, mailing, and filing, maintaining both digital and physical records with meticulous care.

• Responsible for the receipt and distribution of parcels from couriers like UPS, FedEx, and others.

• Oversee office supply inventory, placing orders as needed to ensure the office is well-stocked and functional.

• Assist in the preparation and clean-up of conference rooms, ensuring a professional environment for meetings.

• Coordinate and set up meetings and conferences, demonstrating strong organizational skills.

• Support various departments with project-based work, especially during critical times like board meeting preparations or special events.

• Maintain kitchen and breakroom areas, ensuring supplies are stocked and spaces are organized and clean.

• Plan and coordinate company-wide events, including managing food catering and organizing lunches for various events and departments, ensuring each event is memorable and runs smoothly.

• Act as a liaison for resolving issues related to printers and copiers with external vendors.

• Guide staff in utilizing internal mail routing, shipping, and special postal services.

• Take on additional duties and projects as needed, showing flexibility and a commitment to the company's needs.

Skills and Abilities Required:

• Exceptional communication skills, both written and verbal, with an emphasis on professional and courteous interaction.

• Outstanding customer service orientation, ready to exceed expectations.

• Meticulous attention to detail and superb organizational capabilities.

• A proactive approach to work, with the ability to self-motivate and prioritize tasks effectively under pressure.

• Ability to be resourceful and proactive when issues arise.

• Proficiency in Microsoft Office and familiar with standard telephone protocols.

• Adaptability to swiftly changing policies and procedures, maintaining efficiency.

Educational and Experience Requirements:

• Mandatory: High School Diploma

• Desirable: Associate degree or Bachelor degree and 1-3 years of administrative experience.

Physical Requirements:

• This role requires prolonged periods of sitting and extensive use of a computer.

• Occasional lifting of items weighing up to 15 pounds.

• Ability to move throughout the company's facilities as needed.