Position SummaryThis 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 Responsibilitiesโข Open and close the lobby area
โข Answer all incoming calls in a professional manner and direct as appropriate and take detailed messages
โข Log all Property Management calls on the call log tracker, who call was transferred to and send emails as applicable with the details
โข Greet guests in a professional, friendly, and hospitable manner
โข Answer inquiries from staff, residents, and clients
โข Assist Office Manager/Executive Assistants as needed
โข Ensure knowledge of staff movement in and out of the organization
โข Monitor guests and visitors entering and exiting the lobby area
โข Be aware of and report suspicious activity to building security
โข Prepare and submit work orders to the Building Property Manager using the work order system
โข Obtain parking passes and office access passes for new employees and reissue lost or damaged passes and issue parking validations as applicable
โข Cancel parking passes and office access passes when employees leave the company
โข Provide upcoming guests with access information using the DataWatch System.
โข Prepare for meetings and special events by arranging refreshments and catering when requested and needed
โข Order Business cards
โข Maintain and confirm conference and training room reservation schedules daily
โข Ensure conference and training rooms AV equipment is ready for meetings and assist with connecting AV equipment for meetings
โข Process and complete expense reports for card holders and out-of-pocket expenses
โข Send, receive, and distribute faxes received via fax machine and e-fax
โข Receive and sort, all incoming mail and distribute appropriately
โข Stamp, weigh, code, and affix postage to outgoing mail and take to the building mail and FedEx drop location
โข Receive all incoming deliveries and log accordingly
โข Prepare courier/certified/overnight/return receipt packages
โข Maintain check collection log
โข Facilitate the process server process - who signed for the documents, who received the documents, who the documents were scanned and emailed to
โข Order all office supplies, beverages, and snacks and manage inventory
โข Coordinate the repair/maintenance of all office equipment (i.e., copiers, postage, and fax machines)
โข Maintain office appearance (reception area, copy rooms, breakroom, training rooms and conference rooms)
โข Notarize documents as and when needed
โข Maintain current employee phone list (business, mobile)
โข Maintain and update Front Desk Handbook
Qualificationsโข High School diploma or GED
โข 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 EmployerAs an equal-opportunity employer, The Integral Group recognizes that our strength lies in our people. We are committed to diversity.
Equal Opportunity Employer
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