Office Assistant

Description:

This position is responsible for ensuring that callers and visitors have a positive and professional first impression of AD. Additionally, the role is responsible for office and facilities tasks that help ensure AD associates have a great place to work. This includes managing facilities-related 3rd party relationships, handling front desk/receptionist and mail responsibilities, supporting new hire onboarding and customer/remote associate visits, planning and executing internal associate events, providing some administrative support, and overseeing/managing to a budget.

Primary Responsibilities:

• Office/Facility Administration:

• Manage relationships with property manager, maintenance staff, and other vendors (furniture, copier, shipping, mail, etc.) to ensure the office runs at optimum level.
• Manage inventory/ordering of all office and facility-related supplies.
• Coordinate seating assignments for remote associates and visitors and maintain and update the seating resources.
• Administer AD’s shipping program including preparing, tracking, and coding company shipments and notifying associates of any incoming shipments.
• Partner with meetings team in booking conference space and assist with set-up and breakdown.

• Front Desk Support:

• Greet visitors, answer phones, route calls and voicemails, and sort and distribute mail.
• Scan and log incoming checks.
• Coordinate front desk coverage schedule and calendar.

• AD Associate Events:

• Facilitate the planning and execution of AD associate events. This includes but not limited to annual Summer, Fall & Winter Events, associate celebrations, virtual/in-office contests, etc.
• Participate in the AD Events Committee. Schedule committee meetings, research venue information, prepare menu choices, activities, pricing, transportation, etc. Present information to team. Book and order, accordingly.

• Calendar Management: Oversee administration of calendars that involve internal associate events and holidays.
• Invoice & Expense Management: Reconcile orders, receipts, and other transactions. Process all facility related invoices, coding to the correct G/L account and submitting to accounting for processing and payment. Manage to overall Facilities budget.
• New Hire Onboarding: Partner with HR team, managers and IT Department on administrative aspects of new hire onboardings, promotions, etc. (e.g., business cards, name plates, office/cubicle set up, etc.).
• Perform all other tasks, duties and responsibilities as directed by supervisor. This may also include ad-hoc projects, as assigned.

Requirements:

Knowledge, Skills, and Abilities:

• Ability to demonstrate exceptional customer service (in person and on the phone)
• Display a high sense of urgency
• Very detail-oriented
• Comfortable supporting and interacting with executives
• Excellent organizational and follow-up skills
• Strong oral and written communication skills
• Strong problem-solving skills
• Ability to multitask
• Ability to be a team player in a fast-paced environment
• Proactive
• Self-starter

Qualifications:

• 1-2 years of administrative, customer service, facilities, or front desk experience (preferably in a corporate office environment)
• Proficient in Microsoft Office: Outlook, Excel, Word, and PowerPoint skills

Additional Comments:

• This position is based in Wayne, PA with standard business hours of Monday – Friday 8:00 a.m. – 5:00 p.m.
• Occasional overtime may be required (before and after standard business hours)
• Travel: Minimal