Front Desk/Administrative Assistant

Job Description

Job DescriptionFront Desk Receptionist/Administrative Assistant Job Description

*Reports to the Executive Director or assignee in his absence

Job Responsibilities:
• Serves visitors by greeting, welcoming, and directing them appropriately.
• Answers main phone promptly and in a professional manner, taking messages and passing them to the appropriate person.
• Notifies company personnel of visitor arrival.
• Maintains security and telecommunications system.
• Informs visitors by answering or referring inquiries.
• Directs visitors by maintaining employee and department directories.
• Maintains security by following procedures, monitoring logbook, and following COVID-19 office protocols.
• Operates telecommunication system by following manufacturer’s instructions for main phone and console operation.
• Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
• Organize and schedule meetings and appointments for the Executive Director.
• Maintain applicant log from application to start date by collecting certifications, background check forms/money order, personal contact information, start date, etc. and entering this information in Excel spreadsheet and emailing to HR Consultant on a weekly basis.
• Checking references for potential new hires.
• Distribute and collect medical insurance enrollment form to eligible employees and work with HR Consultant to enroll the employee.
• Distribute new hire paperwork and collect documents from employees including I-9 documents’ and keep track of expiration dates. Filing completed I-9 form in the I-9 binder.
• Produce and distribute correspondence memos, letters, faxes and forms for Executive Director’s review and/or signature.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a computer and filing system for employee files, etc.
• Order and pick up food/food supplies for staff meetings, etc.
• Research and creates presentations for the Executive Director and others as needed.
• Handle multiple projects given by the Executive Director.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory level by anticipating needed supplies; placing and expediting orders for supplies etc., and verifying receipt of supplies.
• Contribute to team effort by completing tasks such as putting together binders.
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Handle sensitive information in a confidential manner.
• Develop and update administrative systems to make them more efficient. • Resolve administrative problems in timely manner.
• Receive, sort and distribute the mail on daily basis.
• Collect timesheets from employees and provide to the Program Manager.
• Photocopy and print out documents on behalf of other colleagues once Executive Director gives approval.
• Perform other duties as needed and directed by the Executive Director. Requirements:
• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills • Strong organizational and planning skills
• Proficient in MS Office
• At least 1-2 years of experience in the field or in a related area • High school diploma or equivalent; college degree preferred