Administrative Services Assistant

Hourly Rate: $17.78

Position Summary: This position serves as an Administrative Services Coordinator for the Orange County/Orlando administrative location. This position will manage the front desk to greet and respond to visitors as well as answer and direct incoming calls. This position will coordinate building operations, including maintenance requests, access management, office readiness, and general support to ensure a safe and functional work environment.  Additional duties include processing incoming checks, maintaining records, copying, faxing, opening and distributing mail.

Technical/Functional Expectations:

1. Receptionist Duties - Essential Function: Greets and directs visitors to the company. Takes and retrieves messages for various personnel. Provides callers with information such as company addresses, directions to the company location, company fax numbers, company website and other related information.
2. Switchboard Operation-Essential Function: This is required to answer and direct callers in a professional and efficient manner and to assist guests to the facility.

3.      Building Operations – Essential Function: Coordinates building operations, including maintenance requests, office readiness, equipment troubleshooting, and access support to ensure a safe and functional environment.

4.      Administrative Support - Essential Function: Provides administrative support, including

mail distribution, supply coordination, directory maintenance, and general clerical duties.

5. Calendar/ Diary Management - Schedule Appointments: Plan and schedule meeting space for the conference rooms.

6.      Other duties as required: Job performance requires fulfilling other incidental or related duties as assigned, assisting and training others, and performing duties of higher rated positions from time to time for developmental purposes.

Behavioral Competencies:

1. Customer Service: Able to anticipate and respond to customers’ needs, concerns, or questions in order to meet or exceed their expectations; help evaluate needs and options; show care and concern to demonstrate customer importance and value.
2. Diligence: Able to persevere in accomplishing tasks or objectives; demonstrate persistence in accomplishing tasks and meeting deadlines; maintain a sense of urgency while delivering quality results
3. Develop Relationships: Able to relate with others while building credibility and rapport; give personal support and reassurance; put others at ease; build cooperative relationships.
4. Attention to Detail: Able to be thorough and complete when working with assembling, processing, or providing detailed information; track details even when under pressure.
5. Integrity: Able to demonstrate consistency of words and actions; protect confidential information; do what is right even when no one is watching; demonstrate sound business ethics; consistently comply with organizational values.
6. Problem Solving: Able to exercise judgment in building realistic solutions to problems; understand the real issues behind problems; use common sense and take practical action to solve problems.
7. Sensitivity: Work effectively with and show sensitivity to cultural differences and various socio-economic backgrounds of others.
8. Ethics: Adhere to and model principles and values of Agency and System of Care by being strength-based, solution-focused, maintains highest level of integrity and ethical standards and work collaboratively with employees, partners, stakeholders and clients in all interactions.

9.      Adaptability & Flexibility: Able to adjust to changing priorities and provide coverage support across functions or locations as needed; remains effective in a dynamic and fast-paced environment.

Business Experience:

1. Minimum 1+ years receptionist experience: Prior receptionist experience preferred.
2. Effective written communication skills: This position may be responsible for drafting memos, correspondence, meeting minutes, etc., and for ensuring a professional product for public consumption.
3. Superior Customer Service Skills: This is required to create and project a positive, helpful, professional and solution focused experience for callers and visitors.
4. Effective verbal communication skills: This is required to create a positive experience in person and over the telephone for consumers by always exhibiting professional verbal communication and a professional demeanor.
5. Valid Driver's License-Essential: This position requires a valid driver’s license.
6. Microsoft Office Application: This position requires basic knowledge of Microsoft office applications.
7. Strong Organizational & prioritization skills: Ability to manage multiple tasks and responsibilities in a fast-paced, dynamic environment.

8.      Basic Facilities/Office Operations Experience: Experience coordinating office or facility-related needs (e.g., maintenance requests, troubleshooting equipment, or office support coordination) preferred.

Educational and Experience Requirements:

1.      High School Diploma required.

2.      AA/AS - Associates Degree or equivalent preferred.

3.      1+ years related experience required.

4.      2 to 5 years related experience preferred.

Physical Requirements:

1.      Lifting 20 pounds

2.      Carrying 20 pounds

3.      Sitting

4.      Standing

5.      Bending

6.      Reading

7.      Listening

8.      Typing

9.      Writing