Administrative Assistant, Front Desk TEMP to PERM

Position SummaryThe Front Desk Administrative Assistant TEMP (3 months to perm) will be responsible for providing general office support with a variety of clerical activities and related tasks for the designated executives and Human Resources. The primary responsibility is to manage the front desk, greeting visitors, answering incoming calls, directing calls to appropriate departments, mail & package distribution, ensuring correspondence is distributed to the appropriate departments. Ordering supplies for Human Resources or Executives as directed and as previously approved and maintaining the mail and supply room in order.Maintains security by following procedures and controlling access (monitor camera system, logbook, issue and retrieve visitor badges).Essential Duties & ResponsibilitiesAnswers telephones and directs the caller to the appropriate departments.Greets and directs visitors to the company. Ensure visitors as escorted at all times.Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.Responsible for the interview scheduling coordinating. Ensure interview process runs smoothly and coordinates the on-site interview process flow.Ensures New Hires are greeted and escorted to Human Resources for orientation or to the Hiring Manager upon the first day of work. Distribute New Hire communication.Assists with other related clerical duties such as photocopying, filing and collating.Assists the Human Resources department with the processing of invoices and invoice reconciliation, filing employee documents on employee files and preparing packages for New Hires.Creates Power Point presentation and updates company TV with announcements on a bi-weekly basis. Receives, sorts and forwards incoming mail. Prepares outgoing mail (stamp machine.)Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)Orders, receives, stocks and distribution of office supplies and maintains office supply inventory. Maintains and coordinates the conference room calendars for the office.Assists with company events communications and business lunches, which includes ordering, picking up and setting up food.Assists in the ordering of coffee, kitchen supplies and cleaning products.Monitors security camera system and intercom and grants access to associates, visitors and vendors accordingly. Reports deviations to the Facility group.Maintains confidentiality of the information related to employee communication, files and database.Skills & AbilitiesEssential Duty Definition:Proven work experience as a Front Desk Receptionist or similar role. Human Resources administrative support experience strongly preferred. Excellent organizational and communication skills.Hands-on experience with office equipment (e.g. fax machines, printers and mail stamp machines) Strong user of MS Office products (i.e. Word, Excel, PowerPoint, Visio, and Concur).Strong customer interface. Strong administrative skills.Professional attitude and appearanceSolid written and verbal communication skills Excellent organizational skillsMultitasking and time-management skills, with the ability to prioritize tasksPosition Expertise/QualificationsAssociates Degree preferred2-3 years of administrative support requiredPhysical RequirementsSedentary work that generally requires sitting and/or standing

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