Description

Job Purpose or Job Summary 

Reporting to the Executive Assistant, the Office Assistant is the first point of contact for clients, vendors, and visitors. As “Director of First Impressions”, you must be personable in face-to-face settings and on the telephone. Additional duties include administrative support, travel scheduling, supply inventory, and light cleaning 

ESSENTIAL DUTIES and RESPONSIBILITIES:

Front Desk:

• Answer multi-line phone system in an efficient and courteous manner; route calls appropriately
• Manage locked front door visitor access and greet and assist customers, vendors, salespersons, visitors, etc.
• Manage La Macchia parking lot for non-authorized users
• Maintain lobby TV displays, announcements, etc.

Office Support:

• Assist in making travel arrangements for superintendents and construction department as needed
• Track cost for air mileage, car rentals, hotel reservations and manage Travel Voucher report
• Manage relationship with outside cleaning company contact
• Assist with coordination/set up of breakfast/lunch/snacks for client visits and inter-office functions
• Assist with announcement and coordination of company events – summer picnic, Christmas party, etc.
• Manage the coordination of internal company events - birthday lunches, BBQs, Beer Fridays, etc.
• Create employee anniversary and birthday memos 
• Assist with the set-up of client meetings and client gifts
• Create gift bags, welcome signs, and assist in any necessary set-up for new employees 
• Update staff directory and office map(s) for 157 and 173
• Manage admin expense report 
• Manage National Car Rental membership

Office Machines/Supplies:

• Order, stock, inventory, and track billing of office supplies through Amazon
• Ensure office machines (fax, copier, postage meter, etc) are stocked with paper
• Maintain inventory of coffee, tea, snacks, cutlery, beverages, and re-order as needed
• Clean coffee machine and stock beverage refrigerators 
• Ensure staff receive incoming mail or packages addressed to them

U.S. Postal Service:

• Route all incoming mail to appropriate staff member or department
• Maintain current knowledge of postal information (postage, shipping information, etc.) and ensure outgoing mail and packages have appropriate postage
• Keep track of postage usage and add postage when the balance is low 

FedEx Shipping:

• Provide instructions to and coach employees on FedEx package preparation
• Prep, label, and schedule packages for pickup 
• Order FedEx shipping supplies when needed
• Maintain up-to-date FedEx shipping information

Additional duties as assigned.

Requirements

MINIMUM QUALIFICATIONS:

Education: High school diploma or GED or Associate’s degree

Experience and/or Training: At least 1 year(s) of experience as an office assistant or related field. Customer service experience is required. Ability to write clearly and help with word processing when necessary. Warm personality with strong communication skills. Organizational skills are a must.

Technology/Equipment:

Basic understanding of how to use general internet and spreadsheet software, Microsoft Office (Word, Excel, PowerPoint) and Outlook for email correspondence.

PHYSICAL AND MENTAL DEMANDS:

Math Ability: Ability to calculate figures and amounts using addition, subtraction, multiplication and division.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, diagram or schedule form. Ability to deal with problems involving several concreate variables in standardized situations.

Language and Writing Ability: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. 

While performing the duties of this job, the employee is regularly required to sit; use hands and reach with hands and arms. The employee is frequently required to talk or hear. The employee is occasionally required to walk, stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision.

WORKING ENVIRONMENT:

The environment is an office setting with minimal noise levels.