Front Desk/Administrative Assistant
27 days ago
Lanham
Job DescriptionFront 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., • Develop and update administrative systems to make them more efficient. • Resolve administrative problems in timely 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, • Excellent written and verbal communication skills • Strong organizational and planning skills, • Proficient in MS Office, • At least 1-2 years of experience in the field or in a related area • High school diploma or equivalent; college degree preferred