Front Desk/Administrative Assistant

Front Desk Receptionist/Administrative Assistant Job Description 

*Reports to the Executive Director or assignee in his absence 

Job Responsibilities: 
• Serves visitors by greeting, welcoming, and directing them appropriately. 
• Answers main phone promptly and in a professional manner, taking messages and passing them to the appropriate person. 
• Notifies company personnel of visitor arrival. 
• Maintains security and telecommunications system. 
• Informs visitors by answering or referring inquiries. 
• Directs visitors by maintaining employee and department directories. 
• Maintains security by following procedures, monitoring logbook, and following COVID-19 office protocols. 
• Operates telecommunication system by following manufacturer’s instructions for main phone and console operation. 
• Keeps a safe and clean reception area by complying with procedures, rules, and regulations. 
• Organize and schedule meetings and appointments for the Executive Director.
 • Maintain applicant log from application to start date by collecting certifications, background check forms/money order, personal contact information, start date, etc. and entering this information in Excel spreadsheet and emailing to HR Consultant on a weekly basis. 
• Checking references for potential new hires. 
• Distribute and collect medical insurance enrollment form to eligible employees and work with HR Consultant to enroll the employee. 
• Distribute new hire paperwork and collect documents from employees including I-9 documents’ and keep track of expiration dates. Filing completed I-9 form in the I-9 binder.
 • Produce and distribute correspondence memos, letters, faxes and forms for Executive Director’s review and/or signature. 
• Assist in the preparation of regularly scheduled reports. 
• Develop and maintain a computer and filing system for employee files, etc. 
• Order and pick up food/food supplies for staff meetings, etc.
 • Research and creates presentations for the Executive Director and others as needed. 
• Handle multiple projects given by the Executive Director. 
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
 • Maintain supplies inventory by checking stock to determine inventory level by anticipating needed supplies; placing and expediting orders for supplies etc., and verifying receipt of supplies. 
• Contribute to team effort by completing tasks such as putting together binders.
 • Carry out administrative duties such as filing, typing, copying, binding, scanning etc. 
• Handle sensitive information in a confidential manner. 
• Develop and update administrative systems to make them more efficient. • Resolve administrative problems in timely manner.
 • Receive, sort and distribute the mail on daily basis.
 • Collect timesheets from employees and provide to the Program Manager. 
• Photocopy and print out documents on behalf of other colleagues once Executive Director gives approval. 
• Perform other duties as needed and directed by the Executive Director. Requirements: 
• Proven admin or assistant experience 
• Knowledge of office management systems and procedures 
• Excellent time management skills and ability to multi-task and prioritize work 
• Attention to detail and problem solving skills 
• Excellent written and verbal communication skills • Strong organizational and planning skills
 • Proficient in MS Office 
• At least 1-2 years of experience in the field or in a related area • High school diploma or equivalent; college degree preferred