We are looking for an admistrative assistant to assist in managing our front office on a daily basis and to perform a variety of administrative and clerical tasks. As an admistrative assistant, you will be a crucial part of our organization. Our assistants duties include offering administrative support across the organization. You will welcome guests and greet people who visit the business. You will coordinate front-desk activities, including distributing correspondence and redirecting phone calls. To be successful as an assistant, you should have a pleasant personality, as this is also a customer service role. You should be able to deal with emergencies in a timely and effective manner while streamlining office operations. Multitasking and stress management skills are essential for this position. This role may require working shifts, so flexibility is a plus. Ultimately, an assistant's duties and responsibilities are to ensure the front office welcomes guests positively and executes all administrative tasks to the highest quality standards.

Responsibilities

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbooks, issue keys, etc.)
• Order front office supplies and keep inventory of stock
• Update calendars and schedule meetings
• Arrange travel and accommodations, and prepare vouchers
• Keep updated records of office expenses and costs
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
• Maintain clean workspaces, common areas, offices, hallways, and bathrooms (with help from technicians)

Skills

• Proven work experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• High school degree; additional certification in Office Management is a plus

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Preferred)

Ability to Commute:

• Madison, AL 35758 (Required)

Work Location: In person