Administrative Assistant

Overview:
The Administrative Assistant serves as the first point of contact for visitors and callers, representing the company with professionalism and warmth. This role is responsible for managing front desk operations, handling administrative tasks, and supporting the smooth day-to-day functioning of the office environment. The Administrative Assistant plays a key role in maintaining a welcoming atmosphere and ensuring efficient communication and coordination within the organization.

Duties and Responsibilities:

• Greets and assists visitors, clients, and employees in a courteous and professional manner.
• Answers, screens, and directs incoming phone calls to the appropriate departments.
• Maintains security by following procedures for visitor sign-in, issuing badges, and notifying appropriate personnel.
• Manages the reception area to ensure it is clean, organized, and presentable at all times.
• Receives, sorts, and distributes daily mail and deliveries.
• Coordinates courier services, incoming/outgoing shipments, and maintains related logs.
• Maintains office supplies inventory at the front desk and places orders as needed.
• Assists in scheduling meetings, booking conference rooms, and managing calendars when required.
• Supports administrative tasks such as filing, data entry, scanning, and document preparation.
• Communicates and coordinates with office maintenance, cleaning staff, or vendors to ensure the reception and common areas are well-maintained.
• Handles ad hoc requests and provides support to various departments as needed.
• Contributes to team effort by accomplishing related tasks and supporting cross-functional collaboration.

• Proven work experience as a Receptionist, Front Office Representative, or similar role.
• Professional appearance and attitude.
• Strong verbal and written communication skills English and Spanish.
• Excellent organizational and multitasking abilities.
• Proficient in MS Office (Word, Excel, Outlook).
• Customer service orientation and the ability to remain calm under pressure.
• High school diploma or equivalent; additional certifications in office administration are a plus.

• Private medical insurance plan
• Competitive Salary