Overview

IDEMIA is the global leader in identity and security. Our mission is to create a safe and simple future where identity verification is indisputable, and only you can assert your identity. We are a distributed company leveraging the latest technologies to deliver world-class products in the private and public sectors of finance, telecom, identity, security, retail, sports entertainment, commercial, government, and IoT. We use a variety of technologies and approaches to deliver quality product and services to government agencies and technology companies. IDEMIA is a made up of a group of 14,000 diverse people from different nationalities, speaking over 20 different languages. Together, our solutions impact the everyday lives of citizens and nations. In this ever-changing world, protecting your identity is paramount. Join the team that is ensuring one person- one identity.

Responsibilities

As the first point of contact with customers, vendors and the public, the Receptionist represents the Company in a professional, positive manner in person and over the phone. Greets visitors, follows sign in process and directs visitors to proper locations. In addition, this position will provide administrative support to various departments as needed.

Essential Job Functions (includes but is not limited to):

• Full time position with specified schedule M-F during the core business hours of 8:00-5:00 at 40hours/week. 
• Greet incoming clients/appointments at front desk, record visitors in logbook and collect foreign visitor documentation
• Answer telephone and forward calls to appropriate person.
• Set up for meetings and make sure training room or conference room is acceptable for meetings as required.
• Order Meeting, Kitchen, Office and Mailroom Supplies and unpack, refill and put away supplies as needed
• Keep kitchen, copy room and supply closet stocked with supplies and organized
• Receive & sort mail and packages: FedEx Express, FedEx Ground, UPS, USPS, DHL. Notify appropriate individuals.
• Order supplies for sites from FedEx, UPS, USPS (envelopes, pre-paid airbills, etc.) as needed.
• New hire employee ID badges and parking/office building security cards
• New hire security set up, biometric collection, system access, etc.
• Review, scan and send visitor log sheets and documents
• Accept in-person card scan drop offs
• Assist in planning, organizing, and executing office wide events
• Assist with IT equipment returns and delivery as needed.
• Create and monitor facility service tickets
• Assist in maintaining the Site Sharepoint Portal; visitor resources, news items, site photo albums, etc

Note: In addition to the Essential Functions, also performs similar work-related duties as assigned:

Phones: Screen incoming calls; transfer callers and/or take messages. Assist with inquiries made either by phone or in person. Operate phone system and maintenance of same.

Mail: oversee incoming & outgoing mail. Receive, date stamp & distribute daily incoming mail and notify recipients. Responsible for daily outgoing mail. Order and distribute shipping supplies as necessary. Track lost packages as necessary. Assist with mail-outs when required.

Data Entry: Assist with inquiries via phone or email as needed. Shipping and Receiving. Work directly with Regional Managers of the card-scanning program when required.

Sharepoint site: Assist in maintaining up to date information on the Sharepoint site

Administrative: Provide administrative support as needed (word, excel, PowerPoint, etc.). Carry out various word processing requirements, miscellaneous filing. Greet Visitors and provide directions, taxi information, etc. Assist administratively to various departments as needed.

Facilities: Monitor office for action items and submit service order tickets for any found issues and for all reported issues. Audit PPE (Personal Protection Equipment) weekly and place supply orders. Monitor Health Screening logs and upload logs weekly on TEAMS.

Qualifications

Knowledge, Skills and Abilities:

• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint). Must have the ability to learn new software as needed.
• Creative writing skills. Must have the ability to provide and edit graphics and other design elements as needed.
• Ability to support multiple team members and projects simultaneously and prioritize in a fast-paced environment.
• Excellent phone etiquette and verbal communication skills. Must have good command of the English language, verbal and written. Strong interpersonal skills and the ability to work proactively and independently in a deadline-driven environment.
• Knowledge of administrative office procedures and use of standard office equipment.
• Must be a self-starter, punctual, and dependable.
• Detail-oriented, thorough, and efficient.

Qualifications, Education and Experience:

• Associate degree in Business, Office Administration or other related area of study or 2 – 4 years of related experience or a combination of education and experience that would enable performance of the full scope of the position.