Receptionist / Office Assistant

Outstanding pharmaceutical company has an immediate need for a Receptionist / Office Assistant to work with their dynamic team!

Job Summary:

Receptionist/Office Assistant to handle client-facing duties, as well as general office management tasks and administrative support. This person must have excellent communication, time management, multitasking skills, a positive attitude, and a strong work ethic.

Essential Job Functions:

• **Work Hours: (Monday-Thursday, 7:30am-4:00pm) Fridays off

• Welcome Guests and Visitors: Greet guests and notify the person(s) they are meeting. Offer guests drinks and show them where they can find the restroom. Offer Wi-Fi to guests who are visiting for several hours.

• Reception Area: Ensure the reception area is kept clean, all lights and water fountain are on, and has up-to-date magazines and reading material.

• Café Maintenance: Ensure the area is kept clean and stocked with drinks and coffee supplies. Load dishwashers (janitorial will start dishwashers in the evening). Empty dishwashers in the morning.

• Coffee Machine Maintenance: Maintain and clean coffee machine daily (basic cleaning). Full cleaning cycle for coffee machine is done on Fridays. Ideally, this person will become an expert on the coffee machine and be able to train others on how to use it.

• Concierge Information: Create and maintain a binder and/or webpage that has recommendations of restaurants, caterers, hotels, favorite lunch places, FedEx location, USPS location, local printers, etc. This could include important things to know about our building, emergency contact information, safety information, maps of the area, etc.

• Calendar Maintenance: Support in ensuring that Company Outlook shared and assigned calendar(s) are updated with meetings and events within all departments: Human Resources, Commercial, Marketing, etc.

• Field Employee Support: Prepare for employees who plan to visit headquarters and track their arrivals. Assist employees visiting the SD office with administrative needs.

• New Hire On-Boarding Support: Maintain Company New Hire Welcome Packets and New Hire hard files (print all documents) Preparation of new hires’ desk/office prior to start date (office setup, supplies, new hire gift, welcome packet, swag, etc.)

• Property Management Liaison: Co-liaison to the property management with the ability to submit work orders through Building Engines as needed (plumbing, lighting, janitorial, etc.)

• Conference Room Management: Daily responsibility for ensuring all conference rooms are clean and prepared with amenities/materials required for each meeting based on analysis of the executive calendars, fridges are stocked, whiteboards are clean and stocked with markers and erasers.

• Catering Support: Assist with supplies, set-up, and clean-up of catered meetings, as requested. Coordinate and liaison with vendors regarding delivery times and needs, as needed or assigned

• Catering Team Lunch: (Tuesdays and Thursdays). Set-up and clean-up of all lunches. Coordinate with vendors regarding delivery times. Track number of attendees and manage budget.

• Office Supplies: Inventory and restock office supplies weekly. Create a checklist of supplies and ensure supplies are maintained weekly. Main point of contact for requests.

• Maintain Kitchen Supplies: Inventory and restock kitchen supplies weekly.

• General Inventory Maintenance: Manage office, kitchen and storage supplies, orders, deliveries, in a timely manner.

• Company Material: Work with vendor when materials are needed/requested. Order T-Shirts, water bottles, notebooks, etc. Track all inventory.

• Office Refrigerator Maintenance: Inventory and restock all refrigerators and snack baskets (including kitchen and conference rooms) daily prior to staff arriving. Remove and dispose of anything expired.

• Mail Collection and Distribution: Pickup and distribute mail and packages daily. Print outgoing shipping labels, Send mail, FedEx, UPS, etc.

• Safety Committee: Member of safety committee, maintain safety procedures and monitor logbook.

• Partnership: Works closely with the Admin team across the company and leads the Admin bi-weekly meetings.

• Projects: Assist with various projects across the company

Competency (Knowledge, Skills, and Abilities):

• Knows how to create an organized filing system.

• Exceptional customer service skills and professional phone manner.

• Overachieving attitude and enhanced work ethic.

• Strong verbal and written communication skills.

• Pharmaceutical industry experience preferred.

• Be a proactive person able to display initiative and make independent decisions.

Personal Performance Factors:

• Demonstrates strong work ethic.

• Shows initiative and holds themselves accountable.

• Lives and advances the Company culture and values.

• Always operates with a high degree of integrity and tact.

• Demonstrates sound judgment and decision-making ability.

Requirements:

Minimum Education and Experience Required:

• High School diploma accepted with some college or equivalent experience.

• 3 years’ experience as an Office Assistant or Administrative Assistant.

• Strong Outlook skills. Ability to multi-task.

Preferred Education and Experience:

• Bachelor’s degree preferred.

Qualified candidates please submit your resume for immediate consideration.

Job Type: Part-time

Pay: $25.00 - $33.00 per hour

Expected hours: 32 per week

Work Location: In person

Salary : $25 - $33