Admin Assistant / Receptionist 31O25

The Admin Assistant / Receptionist plays a critical role in maintaining the smooth operation and professionalism of an organization's front desk. This multi-tasking position is pivotal in being the first point of contact for visitors, providing a welcoming atmosphere, and ensuring efficient administrative support across various departments. The ideal candidate will possess excellent communication and organizational skills, showcasing a friendly demeanor that represents the company positively. As an Admin Assistant / Receptionist, you will be tasked with managing various clerical tasks, supporting staff, and enhancing the overall customer experience. This position demands a proactive approach and the ability to maintain composure in a fast-paced environment.

Responsibilities

• Greet visitors and direct them to the appropriate person or department promptly.
• Answer, screen, and forward incoming phone calls while providing information when needed.
• Maintain office security by following safety procedures and monitoring the logbook.
• Receive, sort, and distribute daily mail/deliveries to the appropriate individuals.
• Coordinate and schedule appointments and meetings, preparing necessary materials.
• Assist in the preparation of regularly scheduled reports and correspondence.
• Order office supplies and ensure that stock is replenished and properly maintained.
• Handle basic clerical duties such as photocopying, scanning, and filing documents.
• Organize and maintain the front desk area to present a professional image.
• Update calendars and schedule meetings for senior management and departments.
• Support the HR team with the preparation of onboarding documents and tasks.
• Liaise with facility management vendors to ensure the upkeep of office equipment.

Requirements

• High school diploma or equivalent; additional qualifications are advantageous.
• Proven experience as a receptionist, admin assistant or in a similar role.
• Proficiency in Microsoft Office Suite or similar administrative software tools.
• Excellent verbal and written communication skills are essential for this role.
• Strong organizational skills with the ability to multi-task effectively.
• Customer-service orientation with a friendly and professional demeanor.
• Knowledge of office management procedures and basic accounting principles.