Administrative Assistant Reception - Hybrid

Job Description

Job Description

The Administrative Receptionist contract opportunity will assist with managing the flow of visitors, calls, administrative requirements, mail and deliveries at the Princeton, New Jersey location. They will be handling all interactions in a manner that upholds and promotes the company’s positive professional reputation and values. The incumbent also provides a range of administrative support and assists in developing and maintaining detailed administrative and procedural processes.

Responsibilities:

• Warmly greets and welcomes all persons entering the reception area, including employees. As the critical “first face” of the company, fosters a positive first impression for customers, job candidates, suppliers and other visitors.

• Maintains knowledge of the location of our employees in order to facilitate getting visitors swiftly to their appropriate destinations.

• Answers phone in a warm, professional manner and provides information to callers, as needed.

• Receives and sorts mail and deliveries.

• Provides administrative (filing, copies, faxes, etc.) and word processing support to colleagues in department.

• Manages department contacts and preferred vendors listings.

• Plans meetings as requested for department colleagues.

• Assists with interview scheduling and interview coordination.

• Provides a range of support on other ad hoc assignments for various business areas which may include preparing letters and documents, scheduling meetings, etc.

• Keep detailed and accurate records of visitor requests, from on-location email. Update on-location calendar for daily arrivals. Keep Badge login book up to date.

• Ensures the reception area is equipped with required office supplies and that it presents a professional appearance at all times.

• Helps with all food deliveries and sets up as needed.

• Recommends ideas that might improve the visitor experience.

• Trained for preparation on FDA inspections – what to do, say and who to call when they arrive.

• Assist with security access card requests

Education and Experience Required:

• Minimum high school diploma or certification required. Associate’s or Bachelor’s degree a plus

• Minimum of 3 years of reception desk/Administrative experience in a corporate setting .

• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Provides administrative (filing, copies, faxes, etc.) and computer/technical support to colleagues within the department.

• Exceptional interpersonal/communication skills coupled with a welcoming and positive attitude to greet employees and visitors.

• Tact and discretion.

• Ability to organize, multitask, prioritize, and work well under pressure.

• Position requires a high level of customer service skills.

• Excellent organizational and interpersonal skills and a proven ability to work with all levels of an organization.