Job Details
The Receptionist / Admin will join Trues great culture with some office management or administrative assistance experience and a positive attitude, strong drive to succeed, and a keen focus on customer service.
Responsibilities:
- Greet all clients, guests, employees, and vendors in a warm and welcoming manner when representing the reception area.
- Receive and direct outside guests while maintaining the guest portal.
- Answer and direct internal and external phone calls to the appropriate point of contact.
- Help manage and maintain all meeting room calendars; prioritize and schedule all incoming meeting and appointment requests.
- Help schedule and organize and accept meeting room requests through Outlook. Verify approval from EC team for external client requests.
- Manage and maintain a master event calendar for the executive team.
- Manage incoming and outgoing mail/packages. Deliver mail to appropriate person.
- Create desk name tags for new employees.
- Coordinate with employees on temporary work spaces and storage.
- Escalate all facilities issues or concerns to appropriate True contact to ensure building maintenance receives the maintenance work order.
- Help organize and restock items upon delivery and keep office space organized and clean, to include:
- Empty dishwasher in mornings and load at end of day.
- Tidy up meeting rooms in mornings and throughout the day after each meeting.
- Clean kitchen tables, countertops, and microwaves throughout the day.
- Clean out kitchen refrigerators on Friday evenings.
- Stock womens restroom toiletries.
- Organizing storage cabinets of office supplies for employee use.
- On weekly basis, help take inventory of refreshments, kitchen supplies, and office supplies for multiple office locations and keep track of orders in spreadsheet to manage order costs.
- Assist remote facilities in Lombard, Tampa, Memphis, Tempe, etc. with maintenance requests as necessary.
- Manage and maintain a master list of all facility work requests to ensure visibility and completion.
- Maintain a positive working relationship with Trues preferred vendors (Garveys, Costco, Chicagoland, Phillips, etc.).
- Assist in the ordering, set-up and clean-up of food orders within the office for internal employees and client meetings/events.
- Help maintain weekly staff meeting agendas, including tracking data and making daily updates to checklists.
- Assist in running Trues Recognition Program by maintaining accurate records, communicating with team members and True Leadership.
- Assist in running Trues new member Welcome Kit Program through assembly, tracking and mailing to new team members.
- Translate and create content from Trues newsletter and announcement requests into easy readable content for Yodek.
- Participate as needed in special department projects.
- Taking notes for in house meetings as requested.
- Provide in person support for contract employees.
Qualifications:
- Bachelors Degree preferred
- Strong organizational abilities necessary, ability to multitask
- 1 - 2 years of administrative support experience preferred
- Strong computer literacy with Microsoft Office Word, Excel, PowerPoint
- Able to work effectively within a team environment
- A great personality
- A solid work ethic, with a good track record of setting and maintaining high professional and personal standards
- Exceptional attention to detail
- Excellent verbal and written communication skills; the confidence in yourself to communicate effectively
Please, local candidates only. Thanks for checking us out, and feel free to drop us a line with your resume highlighting why this position sounds like a great match for you!