Administrative Assistant II; In-Plant

Description

In-plant role - See Client specific information below:

The Receptionist serves as the first point of contact for visitors and vendors, ensuring a professional and welcoming environment. This role is responsible for managing front desk operations, handling administrative tasks, and supporting various departments with clerical duties.

This contract support position is expected to provide forty (40) hours of service per week, Monday through Friday. Normal coverage hours are 8:00 a.m. to 4:00 p.m. The Receptionist is expected to maintain front desk coverage during regular business hours. If forty (40) hours have been completed by Friday, the Receptionist may leave at noon on Friday. However, any departure prior to noon should be communicated in advance to ensure appropriate front desk coverage and to notify the designated site contact.

• Greet visitors and vendors
• Answer and direct incoming calls promptly and efficiently.
• Assist with faxing documents.
• Process invoices, including printing, scanning, and filing for Accounts Payable.
• Sort, distribute, and manage incoming and outgoing mail.
• Coordinate and process all Fed Ex shipments.
• Order food for meetings as needed.
• Manage conference room scheduling.
• Order and maintain supplies for the administrative office and other departments.
• Organize and stock the office supply closet and ensure the library area remains neat and fully stocked.
• Maintain and update the internal phone list, ensuring accuracy of extensions.
• Monitor, order, and restock the kitchen refrigerator with beverages.
• Conduct a monthly cleanup of the office refrigerator to maintain cleanliness.
• Provide administrative support assistance to other departments as needed.

• Strong communication and interpersonal skills.
• Excellent organizational skills with attention to detail.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and office equipment.
• Ability to manage multiple tasks efficiently and work in a fast-paced environment.
• Able to lift up to 20lbs

Responsible for coordinating the office clerical needs. Coordinating with project managers to assure project clerical needs are met within schedule requirements. Duties also include typing of routine letters, purchase requisitions, material requisitions and miscellaneous correspondence. Responsible for answering phone, transferring calls and messages.

• Office coordination
• Responsible for answering phones, transferring calls and messages
• Mail - incoming and outgoing
• Faxes - incoming and outgoing
• Routine clerical duties
• Perform other job-related duties as assigned

High School Diploma or equivalent (G.E.D.) with at least six (6) years of experience in a clerical role or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

• Valid Driver’s License

• Professional appearance
• Good oral and written communication skills
• Intermediate to advanced skills in office related software packages, and computer database understanding and proficiency
• Confidentiality

• Ability to reach, stand, walk, finger, grasp, feel, talk, hear, see and to perform repetitive motions.
• Sedentary Work:
  Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.