The primary function of this position is to assist in day-to-day operations for busy corporate office, serving as administrative support for all corporate team members as necessary. Duties may include but are not limited to:
Oversight of daily/weekly/monthly/annual office operations
- Keep inventory of office, kitchen, and cleaning supplies & place orders to replenish as needed
- Maintain the overall cleanliness of the office throughout the week (kitchen, bathrooms, inventory, entrance, etc.)
- Communicate concerns to the contracted cleaning company
- Organize and execute monthly birthday celebration for corporate employees (invite, card, cake, set-up, and clean-up)
- Handle items requiring shipment and return via various vendors to include visiting shipping locations & maintain inventory of stamps/FedEx envelopes
- Decorate the office for holidays (inside and out) and ensure décor is taken down and neatly put away within a reasonable timeframe
- Booking of the holiday party (organize, contract, invite, assist with gifts)
- Organize contacts/addresses for those who will receive holiday gifts, order, package, and ship
Front desk reception
- Answer, screen, and direct all phone calls both inside and outside of the organization
- Warmly greet and direct all foot traffic who enter the building
- Receive, sort & distribute daily mail
- Monitor checks on check log, distribute to the people expected to pick them up
- Set up, confirm, send & receive deliveries (UPS, FedEx, Staples, Etc.)
- Make sure the TV in the front window is playing the marketing video (daily—needs to be reset)
General office assistance and support
- Serve as primary administrative assistant to President and COO including assistance with travel and dining arrangements; support with conferences and all members attending (travel arrangements/accommodations/restaurant reservations); and ad-hoc projects.
- Set up the conference room for meetings ensuring room is tidy and climate is comfortable
- Fax, scan, copy & print any documents requested by leadership
- Printing blueprints for contractors on the Canon printer (ensure printer is maintained)
- Upon request, print documents, indicate where signatures are needed, correspond with companies/individuals requiring signatures to ensure they are sent timely to the appropriate place (both originals and electronic copies)
Required Skills/Qualifications:
- Proficiency in Microsoft Office including Outlook, MSWord, and Excel
- Candidate must present a positive attitude and is able to be a team player
- Excellent customer service and professional communication skills (both written and oral)
- Ability to prioritize and manage multiple tasks simultaneously, follow through on issues in a timely manner
- Positive, result focused individual able to prioritize and be adaptable in a fast-paced environment
- Self-starter, resourceful and able to work with or without supervision
- Ability to follow systems and processes, enter computer data in a timely manner, and detail oriented
- Knowledge of Yardi property management software a plus, but not required.
- High school or equivalent education (Preferred)
- Administrative experience: 1 year (Preferred)
Equal Employment Opportunity Employer
