Front Desk Administrative Assistant I

The Opportunity

The Front Desk Administrative Assistant I will provide a high level of customer service, perform a wide range of office and facilities support activities which will help ensure the efficient operation of the organization. This position will be in office Monday through Friday.

What You’ll Do

• Complete all opening and closing duties including lights on/off, dishwasher load/unload, lobby and conference room maintenance – supply stocking and straightening, etc.
• Direct visitors, clients, interviewees, and vendors as needed
• Maintain phone coverage, including retrieval of voice messages using Microsoft Teams
• Perform general clerical duties including photocopying, digital faxing, PE stamp ordering, binding and mailer projects, scanning, name plate ordering, and creating emails and reports as needed, etc.
• Assist the Facilities team with on-site vendor coordination and security badges
• Vendor invoice coding and approval
• Retrieve, open, sort, and distribute incoming correspondence (USPS)
• Maintain postal meter– updates, load postage, and replace ink as needed
• Prepare, ship, and maintain supplies for UPS, USPS and Fed Ex. Researching and coordinating other courier services as requested. International shipping experience is an asset but not required.
• Retrieve, assign, and complete requests for information and administrative support submitted through the admin and facilities help desk ticket system and in person
• Monitor and maintain office and facilities supply inventories w/consideration for budget and cost-effective solutions, including special order requests
• Manage the check-out of IT equipment and other items as needed
• Assist in the preparation of meetings, on-site team events and townhalls; including catering orders, room setup and event coordination at C-Suite level
• Create digital signage for individual offices as directed by the communication department
• Create “life event” acknowledgements – cards, flowers, gifts, memorials, etc.
• Provide excellent customer service to both internal and external clients
• Complete errands and all other duties as assigned
• Follow all company policies and procedures

What We Expect from You

• A High School degree or equivalent (GED) required
• Minimum of 1 year of relevant experience or training
• Proven proficiency in Microsoft Software Applications (Teams, Word, Excel, Power Point, Outlook), experience with Adobe Suite applications and other relevant technologies
• Answer and transfer calls using the Microsoft Teams Phone System
• Knowledge of standard office equipment
• Must possess well-rounded knowledge of commonly used concepts, practices, and procedures
• Ability to take direction well, use active listening skills, ask questions, and take notes if necessary
• Must demonstrate excellent verbal/written communications, time management, interpersonal and organizational skills, and meticulous attention to detail, accuracy, and follow through
• Ability to work both independently and collaboratively with individuals at all levels in the organization in a team environment
• Ability to maintain confidentiality
• Ability to work in the office Monday through Friday, 7:30AM to 4:30PM
• Must have authorization to work permanently in the U.S.
• Demonstrates openness to innovation by embracing and applying evolving technology and AI tools to enhance workflows, solve problems, and drive continuous improvement

As you consider applying for a position at Ulteig, we encourage you to think outside the box – because we do! You might not meet 100% of the skills listed in a description, but we are committed to hiring people with exceptional talent, ability and potential, and then creating an environment where they can become the best versions of themselves. We don’t want to miss out on the possibility of speaking with the next outstanding Ulteig team member, so please apply if you think this role is a great match for your unique skills and strengths. And, yes, relevant military experience is absolutely considered for transitioning service members.

What You Can Expect from Ulteig

Ulteig is a purpose driven organization that has built a culture focused on people – both our clients and our employees –for over 80 years. Working at Ulteig is more than a job, opening opportunities to make an impact by creating and solving for a sustainable future. We recognize our success relies heavily on the dedication and focus of our workforce; this is why we make investing in our employees a top priority. We prioritize flexibility and staying