- Paid Sick Leave
- Health insurance
Front Desk Receptionist/Administrative Assistant Job Description
- Reports to the Executive Director or assignee in his absence
Job Responsibilities:
- Serves visitors by greeting, welcoming, and directing them appropriately.
- Answers main phone promptly and in a professional manner, taking messages and passing them to the appropriate person.
- Notifies company personnel of visitor arrival.
- Maintains security and telecommunications system.
- Informs visitors by answering or referring inquiries.
- Directs visitors by maintaining employee and department directories.
- Maintains security by following procedures, monitoring logbook, and following COVID-19 office protocols.
- Operates telecommunication system by following manufacturer’s instructions for main phone and console operation.
- Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
- Organize and schedule meetings and appointments for the Executive Director.
- Maintain applicant log from application to start date by collecting certifications, background check forms/money order, personal contact information, start date, etc. and entering this information in Excel spreadsheet and emailing to HR Consultant on a weekly basis.
- Checking references for potential new hires.
- Distribute and collect medical insurance enrollment form to eligible employees and work with HR Consultant to enroll the employee.
- Distribute new hire paperwork and collect documents from employees including I-9 documents’ and keep track of expiration dates. Filing completed I-9 form in the I-9 binder.
- Produce and distribute correspondence memos, letters, faxes and forms for Executive Director’s review and/or signature.
- Assist in the preparation of regularly scheduled reports.
- Develop and maintain a computer and filing system for employee files, etc.
- Order and pick up food/food supplies for staff meetings, etc.
- Research and creates presentations for the Executive Director and others as needed.
- Handle multiple projects given by the Executive Director.
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Maintain supplies inventory by checking stock to determine inventory level by anticipating needed supplies; placing and expediting orders for supplies etc., and verifying receipt of supplies.
- Contribute to team effort by completing tasks such as putting together binders.
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- Handle sensitive information in a confidential manner.
- Receive, sort and distribute the mail on daily basis.
- Collect timesheets from employees and provide to the Program Manager.
- Photocopy and print out documents on behalf of other colleagues once Executive Director gives approval.
- Perform other duties as needed and directed by the Executive Director. Requirements:
- Proven admin or assistant experience
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Proficient in MS Office