Administrative Assistant - Receptionist

SUMMARY: This position provides general office and clerical support to the organization. Corporate lobby reception duties are included. ESSENTIAL DUTIES & RESPONSIBILITES:

Answer phone, screen calls, determine purpose and forward to appropriate staff member.

Provides callers with information such as company address, directions to the company location, company fax numbers, company Website and other related information.

Greets visitors in a courteous manner and dispatches accordingly.

Administers the on-site visitor procedures (safety, confidentiality, etc.) and distributes appropriate PPE to visitors.

Must consistently engage all callers and walk-in guests (internal & external) in a friendly, upbeat, positive, and professional way.

Always provides exceptional internal and external customer service.

Tidy and maintain the reception area.

Performs confidential administrative and clerical support to UAI staff.

Assists with other related clerical duties such as photocopying, faxing, filing, scanning and collating.

As requested, type and design general correspondence, memos, charts, tables, graphs, business plans, etc. (incl. prooing copy for spelling, grammar, and layout, making appropriate changes as necessary)

Maintains and updates various logs in Excel as assigned.

Updates training database and scans training documents as required.

Daily retrieves messages from Attendance Voicemail and disseminate correspondence and paperwork accordingly.

Updating phone extension list for the organization

Assists with coordination of company meetings which includes preparing correspondence, ordering lunches, postings, scheduling, etc.

Create various recruitment packets to have on hand (i.e. new hire, new insurance, on the job training), including preparation for Job Fairs

Scheduling and coordination of meetings in Outlook

Organize conference and meeting room bookings.

Arrange food orders for business lunches for the organization.

Prepare certified mailings and post correspondence for the organization.

Provide support to executive staff as needed.

General office organization and coordination

QUALIFICATIONS:

High School Diploma or equivalent

2 years of general office or clerical experience

Detail oriented, with exceptional organizational skills

Must possess effective written and verbal communication skills

Experience with Microsoft Office, including Outlook, Excel, Word and Power Point

12 Expected Behaviors of Actively Engaged Person – 100% Responsible, Trustworthy, Team Player, Clear Communicator, Empathy, Humility, Emotional Self-Control, Resolves Conflict Directly, Positive Attitude, Respects Others, Problem Solver, and Agile.