Job description

Job Description:

• Responsible for greeting and fielding visitors while providing a welcoming environment and delivering exceptional customer service assistance
• Answering, screening, and forwarding incoming calls
• Support CEO’s office with typing, copying, printing, greeting confidential guests, obtaining food and beverage for guests, and other duties as needed
• Support senior leadership when visiting
• Support Board of Directors when visiting
• Interaction with other executive assistants and helping out when needed
• Utilize building portal system to login visitors, deliveries, and vendor certificates of insurance
• Liaison with building management on all deliveries, housekeeping items, after-hours building services, vendor entry, etc.
• Manage space bookings via internal app for associates and guests to reserve work spaces
• Manage conference room bookings and conference room set ups, point of contact with associates on room set ups and coordination with facilities team
• Serve as a point of contact to answer associate questions
• Administrative support includes processing I9 forms for new hires, etc.
• Responsible for placing facilities maintenance tickets as needed coordinate all tickets with facilities staff, manage tickets in FM Pilot System
• Maintain office security by following safety procedures
• Assist with managing paperwork, if necessary, code invoicing for project work and follow up with AP and vendor on invoice payments, including but not limited to COVID related documents
• Take inventory of office supplies, re-order, and re-stock as needed. Point of contact with outside vendors.
• Obtain and maintain list of all active Certificates of Insurance for all vendors
• Obtain and maintain vendor contact lists
• Coordinate removal of all hazmat product and sample sale product
• Serve as point of contact for catering deliveries
• Ensure cleanliness of lobby areas
• Point of contact when facilities director is unavailable
• Other duties as needed

QUALIFICATIONS:

• 3+ years of relevant experience in an office environment
• High school degree or equivalent
• Proficient in Microsoft Office
• Strong phone skills
• Comfortable multi-tasking and prioritizing tasks without guidance
• Excellent interpersonal skills
• Punctual with strong attendance history

Job Types: Full-time, Contract

Pay: $20.00 - $23.00 per hour

Work Location: In person

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