Job description

Administrative Assistant

Job Description:

• Position requires professional interaction with customers, suppliers, and employees.
• Perform routine receptionist, clerical and administrative functions such as greeting visitors, handling callers, drafting correspondence, scheduling appointments, making reservations, organizing, and maintaining paper and electronic files, or providing information to callers.

Job Responsibilities

• Answer phone; page or transfer calls; direct drivers to correct locations.
• Greet visitors – check visitor safety orientation status, issue visitor badge; show visitor safety video.
• Notify contact person of visitor/vendor/contractor/customer arrival.
• Confirm Contractor visitor card status as well as Contractor Safety Card.
• Set up and show Contractor safety orientation video when needed; process required paperwork.
• Distribute visitor PPE and wipe off returned hardhats.
• Perform daily emergency phone check and weekly plant emergency alarm test.
• Monitor site cameras for visitor/contractor entrance.
• Prepare senior staff itinerary weekly and distribute via email on Friday morning.
• Prepare and route monthly birthday & anniversary cards, mail on schedule.
• Incoming & outgoing mail – sort & prepare.
• Order coffee and supplies from vendor; report vending machine & pop issues.
• Check & refill all coffee and eating supplies in Admin lunchroom drawers & cabinets.
• Maintain clean and organized work area; monitor lobby restrooms for needed supplies.
• Provide administrative support to departments as requested such as copying (training manuals, etc.), creating documents or spreadsheets, etc.
• Copier maintenance & supplies – check/fill paper, contact vendor to place service calls as needed.
• Plant watering & care.
• Make internal reservations (company car, conference rooms).
• Place food catering orders for various departments as needed; assist with meeting room set up and clean up.
• Decorate lobby area with seasonal items (maintain storage area for these items).
• Maintain sign out log for company vehicles.
• Lock Training Room door at end of day.

Skills Required:

• Attention to detail.
• Confidentiality.
• Great multitasking and organizational skills.
• Proficiency in Microsoft Office software (Outlook, PowerPoint, Word & Excel).
• Must be willing to sign a Non-Disclosure Agreement to perform medical paperwork functions and transfer the data into Cority.

Education and Experience Required:

• High School Diploma.

Job Types: Full-time, Contract

Salary: From $37.00 per hour

Benefits:

• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• New York, NY 10037: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Experience:

• Administrative Assistant: 1 year (Required)
• Office management: 1 year (Required)

Language:

• English (Required)
• French (Required)
• Spanish (Required)

Shift availability:

• Day Shift (Required)

Work Location: One location

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