Administrative Assistant/Receptionist

POSITION SUMMARY

This position performs primarily Administrative Assistant responsibilities, including organizing, scheduling, coordinating, researching, compiling and analyzing information for the Company and/or specific Departments.  The incumbent assists the management team and department heads in implementing department activities and internal communications.  Works closely with all client facing employees and other employees, customers and/or vendors to assist with exchange of information and requests.  This position is considered entry level where the incumbent performs basic and routine duties of administrative support.

 

MAJOR JOB RESPONSIBILITIES

• Performs administrative support duties of a routine or moderate level of difficulty to include the following:      
• Utilizes all systems such as Salesforce, Schwab, and Tamarac to maintain and manage client information    
• Answers main line phones
• Provides administrative support to client-facing employees on daily tasks such as correspondence, mailings, UPS
• Maintains all conference room calendars
• Handles setting up meeting rooms for client visits
• Orders supplies for company employees
• Notifies the appropriate area when office equipment such as copiers/printers/postage machines are in need of repair
• Maintains copiers/printers and postage machines for every day change of toners and cartridges or any problems
• Distributes and sorts all incoming company mail and passes on to the operations support team for scanning
• Prepares expense reports and travel itineraries for client-facing employees when necessary
• Receives, files and maintains all client statements on the premises for two years
• Handles Salesforce File Cabinet projects for client-facing employees
• Backup to the other members of the admin team
• Prepares client presentations and assists client-facing employees with meeting coordination            
• Manages the processing of all vendor invoices in Salesforce and maintains tracking to Accounts Payable      
• Researches information, compiles statistics, gathers and computes various data to prepare reports                
• Performs other duties such as special projects and assisting the Office Manager with event planning                             

SUPERVISORY RESPONSIBILITIES

       None

 

SKILLS AND TRAINING

• Ability to exchange information clearly and concisely and to present ideas, report facts and
• other information.
• Ability to manage own workflow and resolve questions and problems with supervisor.
• Good written and oral communication skills.

• Knowledge of and the ability to practically apply, modern office practices and procedures including the following programs: Microsoft Excel, Word, PowerPoint, Outlook, and Salesforce).
• Good organizational skills; exhibits accuracy when working with detail.
• Ability to understand and follow safety/security practices.

 

  EDUCATION

       High School Diploma required

       Bachelor’s Degree preferred

 

  WORK EXPERIENCE

       Minimum 1 year of administrative support experience or equivilant.

 

  LICENSES AND/OR CERTIFICATES

        Licenses and Certifications                                                              Expiration Date