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Essential Functions
- Responsible for opening and closing the office, ensuring security by following established procedures, and using an app to lock and unlock designated areas.
- Greet visitors politely, advise appropriate personnel of their arrival, and provide refreshments as needed.
- Answer and screen calls on a multi-line phone system, taking messages or transferring calls as appropriate. Monitor all platforms of communication such as voicemails, emails, and messages regularly.
- Manage all incoming and outgoing mail, including distributing mail, tracking and preparing FedEx packages, and maintaining an accurate log of all received deliveries. Contact courier service when needed.
- Primary point of contact for general office questions and concerns.
- Maintain and schedule conference rooms, including setup for meetings (seating, materials, IT needs, catering), and ensure rooms are refreshed after use.
- Maintain and update various databases, spreadsheets, and reference guides.
- Manage break room and copy room supplies, including inventory, ordering, and fulfillment.
- Partner with HR to update employee phone and address lists as needed.
- Manage faxes and provide staff with confirmation emails.
- Manage various delivery and subscription accounts such as the Newspaper.
- Prioritize assignments from the Executive Administrator while assisting other staff as needed with various tasks/admin duties. Collaborate with the Executive Administrator and Receptionist-Admin regularly.
Competencies:
- Customer Service Mindset and excellent communication skills.
- Must maintain a high level of confidentiality and discretion.
- Detail oriented
- Strong Interpersonal and Organizational skills
- Time Management
- Ability to work independently and multi-task.
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