Administrative Assistant

Job Title:Administrative Assistant

Status: Full Time

An Administrative Assistant is responsible for initially representing the center and the center’s tenants and is responsible for all related activities listed below.

Goal:

Provide professional “First Impression” for Tenants, Tenants’ Clients and Prospective ACCESS OFFICES Clients.

Principal Responsibilities:

• Operate multiple phone line system.

• Announce visitors to staff and tenants.
• Perform administrative assists when requested.
• Distribute mail and packages.
• Maintain a clean lobby, conference rooms, lunch and reception area at all times.
• Accept incoming deliveries: UPS, Fedex, Amazon, etc.
• Log charges associated with work processing, administrative assists, conference room usage and fax service accurately.

Related Responsibilities:

• Exhibit professional behavior with tenants, callers and employees.
• Courteous with tenants and callers. Does not cut off caller, tenant or guest without proper statement or signal.
• Assertive enough to deal with tenant and is not timid or afraid to speak up.
• Does not discuss company policy, problems, etc. with anyone other then ACCESS OFFICES management.
• Direct inquiries and problems to Operations & Leasing Manager.
• Complete knowledge of all office equipment including phones, computer, facsimile, copiers, postage meter, coffee machine, etc.

Skills Necessary:

• Must be computer proficient, (Word, Excel, Outlook and some Powerpoint, etc.).
• Must have the ability to take general directions and apply to diverse and unique situations.
• Must have a good understanding of business decorum.
• Must have manual dexterity.
• Must have a pleasant telephone voice, handling all calls in a professional manner.
• Must be detail-oriented.

Personal Requirements:

• Professional business appearance, manner and attitude.
• Must maintain even temper under stresses of handling objectives and irate tenants and tenants’ clients.
• Cooperative attitude that is compatible with others.
• A take-charge attitude when needed.
• Must show incentive and ingenuity, be prompt, reliable and dependable.
• Demonstrable communication and organization skills.