Administrative Assistant

Administrative AssistantThis 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 ResponsibilitiesOpen and close the lobby areaAnswer all incoming calls in a professional manner and direct as appropriate and take detailed messagesLog all Property Management calls on the call log tracker, who call was transferred to and send emails as applicable with the detailsGreet guests in a professional, friendly, and hospitable mannerAnswer inquiries from staff, residents, and clientsAssist Office Manager/Executive Assistants as neededEnsure knowledge of staff movement in and out of the organizationMonitor guests and visitors entering and exiting the lobby areaBe aware of and report suspicious activity to building securityPrepare and submit work orders to the Building Property Manager using the work order systemObtain parking passes and office access passes for new employees and reissue lost or damaged passes and issue parking validations as applicableCancel parking passes and office access passes when employees leave the companyProvide upcoming guests with access information using the DataWatch System.Prepare for meetings and special events by arranging refreshments and catering when requested and neededOrder Business cardsMaintain and confirm conference and training room reservation schedules dailyEnsure conference and training rooms AV equipment is ready for meetings and assist with connecting AV equipment for meetingsProcess and complete expense reports for card holders and out-of-pocket expensesSend, receive, and distribute faxes received via fax machine and e-faxReceive and sort, all incoming mail and distribute appropriatelyStamp, weigh, code, and affix postage to outgoing mail and take to the building mail and FedEx drop locationReceive all incoming deliveries and log accordinglyPrepare courier/certified/overnight/return receipt packagesMaintain check collection logFacilitate the process server process – who signed for the documents, who received the documents, who the documents were scanned and emailed toOrder all office supplies, beverages, and snacks and manage inventoryCoordinate 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 neededMaintain current employee phone list (business, mobile)Maintain and update Front Desk HandbookQualificationsHigh School diploma or GEDMinimum 3 years of customer service experienceEmployment Eligibility VerificationMust 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 EmployerAs an equal-opportunity employer, The Integral Group recognizes that our strength lies in our people. We are committed to diversity.Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.