Front Desk Administrative Assistant

Overview:

As our market sectors and services grow, we continuously add new opportunities. Will you join us?

Responsibilities:

• Managing incoming telephone calls in a courteous, professional manner; responsible for assisting callers and taking detailed messages as needed, as well as screening sales and other calls according to the firm’s policy.
• Greet visitors to the firm, announce their arrival to appropriate Page employee(s), and follow appropriate sign-in procedures them.
• Receive deliveries and ensure item(s) are delivered to Page staff.
• Monitor outgoing shipments (courier, overnight, mail).
• Monitor and order shipping/mailing supplies (UPS and USPS).
• Process incoming/outgoing mail daily and distribute to appropriate Page employee.
• Maintain and manage check out list of Personal Protection Equipment (hard hats, safety vest and safety glasses.)
• Schedule Lunch and Learns for and ensure certificates are sent to staff for continuing education credits.
• Prepare expense reports.
• Enter guests into Proxyclick – 1 NY Plaza’s security program.
• Maintain and update staff and guest weekly sign-in sheets. Monitor and update conference room calendars, set up refreshments, order catering when needed for meetings. Break down and restore all conference rooms to normal configuration after meetings have ended.
• Maintain kitchen cleanliness. Load and run dishwashers as needed.
• Monitor inventory in storage closet and replenish kitchens and supply closets as needed. Email the office manager a list of supplies needed to reorder. Always keep lobby area clean.
• Inform staff of notices (fire drill, maintenance, etc.) from CBRE (building management company) and ABM (office cleaning firm).
• Send out “Angus” request for all office maintenance issues.
• Provide filing and clerical/administrative support.
• Complete other duties as assigned by the Office Manager or Page staff.

Qualifications:

• Minimum 5 years of experience in a support role is preferred.
• Prior experience with an Architectural/Engineering/Construction (A/E/C) firm is a plus.
• Associate's degree preferred.
• Available to work 8:30am – 5:30pm Monday through Friday.
• Excellent communication skills include language proficiency, writing, and ability to answer multi-line phone system.
• Professional appearance.
• Working knowledge of Microsoft products, including Office (Word, Excel, Outlook), including mail merge.
• Must be dependable, punctual, organized, and be able to work independently.
• Team attitude, ability to multi-task and prioritize.

Base Compensation: $24.00-$28.00 per hour

(Actual compensation is subject to variation due to such factors as education, experience, skills and/or location)

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