Office Assistant (Front Desk)

The Office Assistant is responsible for helping the organization with running of the daily administrative operations of the company.

Reports To

Executive Assistant/Office Manager

• Maintain a consistent presence at the front desk.
• Answer incoming phone calls and screen sales calls and solicitors.
• Train with Customer Experience Team and assist with customer needs.
  • Schedule pick ups
  • Customer issues
  • TRUX
• Greet guests, provide access to the front door and notify the appropriate contact of their arrival.
• Sort and deliver all incoming mail to the correct department and/or individual.
• Create FedEx packages upon request.
• Distribute inter-office mail, packages and envelopes to the appropriate departments and individuals.
• Ensure the front desk area remains tidy and free of clutter (no unattended packages or mail).
• Notify the shop, maintenance, janitor team(s) when boxes arrive.
• Reserve conference rooms and send bridge links if needed.
• Ensure conference room fridges are stocked and items are front faced.
• Monitor bottled/distilled water, pop, Perrier, etc. and notify the Executive Assistant, Office Services Assistant or Facilities Manager when supplies are low.
• Assist employees with retrieving office supplies (pens, Post-its, etc.) from the supply cabinet.
• Inform Executive Assistant of any special requests.
• Assist with Events department when needed.
• Report any areas that need to be cleaned.
• Perform other duties as required or assigned.

Qualifications

Scope of Responsibility:

 

This is an individual contributor role. Work is closely managed and is expected to follow established procedures and guidelines.

 

 

Knowledge and Skill Requirements:

• Ability to work independently and as part of a team.
• Experience with Microsoft Office Suite (Word, Excel), Outlook, Power Point and Publisher.
• Must have good written and verbal communication skills.
• Bilingual English/Spanish, a plus.

 

Education & Experience:

• High School Diploma or GED and a minimum of 2 years of office experience or receptionist experience.

 

Physical Demands & Environmental Factors:

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers to handle, control, or feel objects, tools, or controls.
• Regularly required to talk and hear, both in person and by phone or web meetings.
• Regularly required to stand, walk, and reach with hands and arms.
• Ability to read and interpret data on a computer screen or printed documents.
• Work is performed in a typical office environment with moderate noise levels, in a climate-controlled environment with heating and air conditioning.
• Ability to lift and carry objects weighing between 15 to 25 pounds.

 

Travel Required:

 

This role is typically not required to travel.

 

This job description is designed to provide a general overview of the responsibilities and qualifications required for the position. It is not intended to be an exhaustive list of all duties or qualifications.