Summary:
The Front Desk Coordinator provides general administrative support for the entire corporate office. They will perform various clerical and organizational tasks for multiple departments.
Responsibilities:
- Maintain various calendars, scheduling meetings, preparing agendas and activities
- Answer multi-line telephone and give information to callers, take messages, and transfer calls
- Order and maintain proper inventory of office supplies and office furniture for corporate office
- Provides oversight and, at times, bookings of travel arrangements on our digital travel booking platform for internal and external parties
Duties:
- Routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files
- Greet customers and guests, handle their questions and concerns quickly, efficiently and professionally
- Assist in travel coordination throughout travel booking platform
- Plan, supervise, and coordinate all meetings and catered functions
- Make copies of correspondence and other materials
- Prepare, send out, and distribute daily mail
- Operate various office equipment and systems such as copiers, fax and postage machine, labeling software, and others
- Maintain a clean, organized reception area, conference rooms, and kitchens
- Support general office operations and administrative tasks as needed
- All other duties as assigned
Education, Skills, Experience:
- High School Diploma required; Associate's or Bachelor's Degree preferred
- 3 - 5 years of administrative assistant experience preferred, ideally at the executive level
- Proficiency with Microsoft Word, Excel, PowerPoint, and Internet; ability to create and maintain databases and complex spreadsheets.
- Must be a resourceful self-starter who can work independently and work on multiple projects at once with the ability to handle interruptions well
- Must have absolute integrity, sound judgment, and an ability to maintain a high degree of confidentiality
- Must be highly analytical and accurate with excellent attention to detail
- Must have good organizational and time management skills, as well as, have the ability to meet deadlines with appropriate attention to detail in a fast paced, highly dynamic environment
- Strong oral and written communication skills; must be comfortable speaking in front of groups
- Must have a strong customer focus and demonstrate the ability to build relationships internally and externally with a focus on meeting or exceeding service expectations
Work Environment, Physical Demands:
- Office environment
- Ability to sit, stand, bend, stoop and lift/move up to 50 lbs. on a regular basis
CSM Job Standards Accountabilities:
Customer Focus: Actively looking for ways to identify customer needs. Then efficiently and effectively addressing those needs.
Communication - Visual and Verbal: Listening, speaking, and signaling so others can understand. Communicate in spoken English well enough to be understood by others.
Teamwork: Working cooperatively in a professional demeanor to complete work assignments.
Health, Safety, and Security: Recognize and mitigate safety hazards including hazardous materials, environmental hazards, and accident conditions on a construction site. Follow appropriate security procedures.
Scheduling and Coordinating: Making arrangements that fulfill all requirements as efficiently and economically as possible.
Problem Solving/Decision-making: Being open to change and to considerable variety in the workplace. Understanding the importance of learning new information for future problem solving and decision making.
Adaptability and Lifelong Learning: Being open to change and to considerable variety in the workplace. Understanding the importance of learning new information for future problem solving and decision making.
Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.