Front Desk Administrative Assistant

Front Desk Administrative Assistant I

The Front Desk Administrative Assistant I will provide a high level of customer service, perform a wide range of office and facilities support activities which will help ensure the efficient operation of the organization. This position will be in office Monday through Friday.

What You'll Do

• Complete all opening and closing duties including lights on/off, dishwasher load/unload, lobby and conference room maintenance – supply stocking and straightening, etc.
• Direct visitors, clients, interviewees, and vendors as needed
• Maintain phone coverage, including retrieval of voice messages using Microsoft Teams
• Perform general clerical duties including photocopying, digital faxing, PE stamp ordering, binding and mailer projects, scanning, name plate ordering, and creating emails and reports as needed, etc.
• Assist the Facilities team with on-site vendor coordination and security badges
• Vendor invoice coding and approval
• Retrieve, open, sort, and distribute incoming correspondence (USPS)
• Maintain postal meter– updates, load postage, and replace ink as needed
• Prepare, ship, and maintain supplies for UPS, USPS and Fed Ex. Researching and coordinating other courier services as requested. International shipping experience is an asset but not required.
• Retrieve, assign, and complete requests for information and administrative support submitted through the admin and facilities help desk ticket system and in person
• Monitor and maintain office and facilities supply inventories w/consideration for budget and cost-effective solutions, including special order requests
• Manage the check-out of IT equipment and other items as needed
• Assist in the preparation of meetings, on-site team events and townhalls; including catering orders, room setup and event coordination at C-Suite level
• Create digital signage for individual offices as directed by the communication department
• Create "life event" acknowledgements – cards, flowers, gifts, memorials, etc.
• Provide excellent customer service to both internal and external clients
• Complete errands and all other duties as assigned
• Follow all company policies and procedures

What We Expect from You

• A High School degree or equivalent (GED) required
• Minimum of 1 year of relevant experience or training
• Proven proficiency in Microsoft Software Applications (Teams, Word, Excel, Power Point, Outlook), experience with Adobe Suite applications and other relevant technologies
• Answer and transfer calls using the Microsoft Teams Phone System
• Knowledge of standard office equipment
• Must possess well-rounded knowledge of commonly used concepts, practices, and procedures
• Ability to take direction well, use active listening skills, ask questions, and take notes if necessary
• Must demonstrate excellent verbal/written communications, time management, interpersonal and organizational skills, and meticulous attention to detail, accuracy, and follow through
• Ability to work both independently and collaboratively with individuals at all levels in the organization in a team environment
• Ability to maintain confidentiality
• Ability to work in the office Monday through Friday, 7:30AM to 4:30PM
• Must have authorization to work permanently in the U.S.
• Demonstrates openness to innovation by embracing and applying evolving technology and AI tools to enhance workflows, solve problems, and drive continuous improvement

At Ulteig, we take our own success and the success of our clients personally. We offer our team members:
Flexible Workplace, Employee Ownership, Competitive Pay, Comprehensive Benefits Package, Collaborative Environment, Innovative Culture.

Ulteig is a Drug Free Workplace

ACHIEVE | GROW | COLLABORATE

Target Base Compensation Range for this role is $19.75 - $26.75 per hour. Factors that may be used to determine your actual salary include your job specific skills, education, training, job location, number of years of experience related to this role and comparison to other employees already in this role