Administrative Assistant

Position Summary

This pivotal role is responsible for the smooth operation of the front desk and providing crucial support to Corporate Administrative Operations , the Office Manager, Executive Assistants and other departments, as needed. The Administrative Assistant ensures the switchboard is open and operating during our business hours, playing a vital role in our daily operations. Supports office operations by maintaining inventory, reporting out of order equipment and must have excellent verbal and written communication skills.

Key Responsibilities

· Open and close the lobby area

· Answer all incoming calls in a professional manner and direct as appropriate and take detailed messages

· Log all Property Management calls on the call log tracker, who call was transferred to and send emails as applicable with the details

· Greet guests in a professional, friendly, and hospitable manner

· Answer inquiries from staff, residents, and clients

· Assist Office Manager/Executive Assistants as needed

· Ensure knowledge of staff movement in and out of the organization

· Monitor guests and visitors entering and exiting the lobby area

· Be aware of and report suspicious activity to building security

· Prepare and submit work orders to the Building Property Manager using the work order system

· Obtain parking passes and office access passes for new employees and reissue lost or damaged passes and issue parking validations as applicable

· Cancel parking passes and office access passes when employees leave the company

· Provide upcoming guests with access information using the DataWatch System.

· Prepare for meetings and special events by arranging refreshments and catering when requested and needed

· Order Business cards

· Maintain and confirm conference and training room reservation schedules daily

· Ensure conference and training rooms AV equipment is ready for meetings and assist with connecting AV equipment for meetings

· Process and complete expense reports for card holders and out-of-pocket expenses

· Send, receive, and distribute faxes received via fax machine and e-fax

· Receive and sort, all incoming mail and distribute appropriately

· Stamp, weigh, code, and affix postage to outgoing mail and take to the building mail and FedEx drop location

· Receive all incoming deliveries and log accordingly

· Prepare courier/certified/overnight/return receipt packages

· Maintain check collection log

· Facilitate the process server process – who signed for the documents, who received the documents, who the documents were scanned and emailed to

· Order all office supplies, beverages, and snacks and manage inventory

· Coordinate the repair/maintenance of all office equipment (i.e., copiers, postage, and fax machines)

· Maintain office appearance (reception area, copy rooms, breakroom, training rooms and conference rooms)

· Notarize documents as and when needed

· Maintain current employee phone list (business, mobile)

· Maintain and update Front Desk Handbook

  Qualifications

· High School diploma or GED

· Minimum 3 years of customer service experience

Employment Eligibility Verification

• Must possess valid documentation to establish identity and U.S. employment eligibility.
• Submission to, and ability to pass, a thorough pre-employment background check and drug screening is a requirement for employment.

The Integral Group. is an Equal Opportunity Employer

As an equal-opportunity employer, The Integral Group recognizes that our strength lies in our people. We are committed to diversity.