Administrative Assistant, Front Desk

Job Summary

Establish and maintain presence in the reception area by receiving, directing, and assisting visitors in an efficient, professional manner. Receive external and internal calls; directing them to appropriate extensions and providing general information and assistance with inquiries as needed. Register all visitors using the online visitor management system and ensure they adhere to the company's safety and security standards. Manage site supplies, aid in making conference room reservations, help execute employee events, assist with, or place catering orders and provide any additional administrative support and assistance.

Essential Duties and Responsibilities

• Demonstrate confidence, professionalism, responsiveness, and exceptional customer service.
• Execute opening and closing front desk procedures.
• Process all visitors, vendors, and contractors via building's online visitor management system applying all company policies and procedures. Make sure host meets their client in a timely manner.
• Ensure safety, security, and confidentiality are always held to the highest standard.
• Manage incoming and outgoing courier service, sort mail and other packages as required. Prepare various packages for UPS, Fed-Ex or other delivery pick-up as needed.
• Performs clerical duties, such as filing, answering phone calls, and responding to emails in a timely manner.
• Answer facility main phone line, redirecting calls, and or taking detailed messages.
• Maintain office and kitchen supply inventories making purchases to keep minimum stock.
• Re-stock supplies throughout the building/campus in kitchens, conference rooms, other storage areas.
• Assist in the organization and execution of company, site or department events, fundraising, and employee engagement activities.
• Assist with in-house meetings, conference room reservations as needed, catering set up and clean-up and other related activities.
• Contributes to team efforts by accomplishing related results as needed.
• Other duties as assigned.

Additional Responsibilities

• Working knowledge of Microsoft products including but not limited to Outlook, Word, PowerPoint, and Excel.
• SAP, Concur, and SharePoint knowledge a plus.
• Demonstrates strong interpersonal skills with a positive attitude.
• Displays customer service-oriented behavior and is responsive to customer needs in a polished manner.
• Outstanding attention-to-detail and organizational skills
• Strong ability to juggle and prioritize multiple tasks simultaneously.
• Ability to handle stressful situations with poise, understanding, and tact.
• Exemplary use of judgment with a strong ability to maintain a high-level of confidentiality.
• Must be dependable and reliable.
• Ability to work independently with minimal supervision.

Education

High school degree or higher required.

Work Experience

No min required some experience in office administration Preferred.

Preferred Knowledge, Skills and Abilities

Excellent communication and interpersonal skills. Strong organizational and time management skills and must be able to prioritize effectively. Strong computer skills, Excel, Word, Web based applications organization skills. Self-directed, with ability to work independently and as part of a team.

Travel Requirements

None: No travel required.

Physical Requirements

Light-Exerting up to 20lbs/9kg of force frequently, and/or negligible amount of force frequently constantly to move objects.

Additional Requirements

• Minimal travel as deemed necessary (i.e., other West AZ sites)
• Office environment - sedentary role, however, some filing and stocking supplies is required. This would require the ability to walk throughout buildings, lift, and bend or stand as necessary.
• Regularly uses hands and fingers to operate objects, office tools, or controls.
• Frequently required to stand, talk, and hear for periods of time

Shift

7:00am - 3:30pm