Administrative Assistant

About the Role:

The Administrative Assistant will manage and coordinate a variety of activities associated with the first introduction of everyone visiting Samsung Lennox HVAC. Additionally, provide administrative support as needed. The Receptionist/Administrative Assistant is an entry level position that reports to the Compensation and Benefits Manager.

Minimum Qualifications:

• High school education plus specialized training or some college courses in business administration or a related field, or equivalent work experience in customer service 
• Proven experience in general administrative or clerical roles.
• Proficiency in calendar management and multi-line phone systems.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Basic knowledge of office software such as Microsoft Office Suite (Word, Excel, Outlook).

Preferred Qualifications:

• 2 plus years of customer service, administrative, or reception experience 
• Intermediate proficiency in Microsoft Office Suite; high level capacity to multitask independently and on a computer
• Experience working in the retail industry or a fast-paced office environment.
• Demonstrated competency in both oral and written modes for internal and external personnel at all levels.
• Work independently and in a team environment in order to achieve personal and team goals and complete assignments within established time frames.
• Excellent written and verbal communication skills.

Responsibilities:

• Provides exceptional customer service skills by projecting a professional image while greeting outside individuals and employees and monitoring access of all visitors. 
• Handle multi-line phone systems, directing calls appropriately and providing timely responses to inquiries.
• Coordinate & set up appointments by facilitating meetings reserving conference rooms, greeting guests, etc. Help manage shared conference room calendar, (i.e., conference room meeting set up, etc.), open and routes incoming mail and distribute delivered packages, and maintain visitor log. 
• Perform general clerical duties such as filing, data entry, and records management to ensure organized and accessible documentation.
• Provides administrative support for HR projects and Special Assignments. Management and reconciliation of expense invoices for travel and other vendors, assist in event management, preparing word processing documents, presentations, spreadsheets, correspondence, internal memos, status reports, etc. 

Skills:

The required skills such as general administrative capabilities and calendar management are essential for organizing daily schedules and ensuring efficient time use for the team. Maintaining multi-line phone systems and arranging meetings require strong communication and coordination skills to facilitate smooth internal and external interactions. General clerical skills and records management are used daily to keep the office environment organized and information easily accessible. Preferred skills like advanced communication and familiarity with retail operations enhance the ability to anticipate needs and contribute proactively to the team’s success.