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Receptionist/Admin Assistant

Purpose:

Serves Visitors by greeting, welcoming, and directing them appropriately; notifies Company personnel of Visitor(s) arrival; maintains security and telecommunications system. Supports the office/facilities Manager in various office administration duties, including facility and general maintenance services. Requires strong communication abilities, as well as computer and data entry skills. Ability to interact with all levels of employees in a professional manner at all times.

ESSENTIAL DUTIES

  • 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 or handle signatures for deliveries
  • Assists Executive/Management team, as requested or various duties
  • Maintains security by following procedures; monitoring logbook; issuing visitor directions/instructions
  • Maintains safe and clean Reception area by complying with procedures, rules, and regulations
  • Contributes to team effort by accomplishing all tasks assigned
  • Sort all incoming mail and distribute mail accordingly to each department/individual
  • Check outgoing mail to ensure correct postage
  • Maintain all mailroom supplies for postage machine, regular mailings and overnight services
  • Create shipping labels for all packages with correct cost center/Create USPS/FedEx shipping labels for all mail packs as scheduled
  • Insert mailings, memos, reports, and other materials in each respective slot
  • Keeps maintenance of the kitchen area, insures coffee, water, sugar, cups etc. are stocked and available
  • Data Entry/Invoice Matching

Skills and Qualifications:

  • Technology/Computer Savvy
  • FedEx/UPS knowledge +
  • Telephone Skills/Verbal Communication
  • Excel/Microsoft Office +
  • Professionalism
  • Customer Focus/Service +
  • Bilingual +
  • Office/Corporate Environment Exp 2+ years 
  • Organization
  • Works well under pressure
  • Meticulous filing skills needed
  • Supply Management +

Computer Programs Used: 

  • Microsoft: Office, Word, Excel, Outlook, SAGE, MAS

EXPERIENCE/EDUCATION

  • Two years of related experience
  • Associates Degree preferred
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