Administrative Assistant & Receptionist (Dallas)

BMS Re•Dallas, TX

1d•Onsite

About The Position

BMS Group is a dynamic, independent global broker established in 1980, delivering specialist insurance, reinsurance, and capital markets advisory services. Our purpose is to help people, businesses and communities flourish and prosper in a world of risk. As a global brand with offices located across the US, Canada, Latin America, Australia, Europe and Asia, BMS Group maintains a strong local focus and understanding of market needs. Being independent gives our brokers the freedom to deliver the best solutions and combined with our collaborative team approach, single platform worldwide and renowned personal service, we are the independent broker of choice. This position will work for BMS Re, the specialist reinsurance arm of BMS Group. BMS Re is reshaping reinsurance by aligning interests with our clients and enhancing their success with advice and delivery models that service their unique needs. BMS Re has a proven ability to execute in reinsurance and capital markets worldwide. For more information on BMS and BMS Re, visit us online at bmsgroup.com or follow us on LinkedIn and Twitter. Find out what it's like to work at BMS Re by clicking here. We are looking for an exceptional administrative professional to join our Dallas team to provide support to the office, welcome and greet visitors and provide an organized environment. If that sounds like you, we welcome you to apply.

Requirements

At least 5 years of previous administrative experience supporting teams within a professional office environment
Advanced Microsoft Office skills
Strong communication skills, the ability to communicate effectively (written & verbal at all levels)
Excellent customer service skills and approachable demeanor
Strong organizational abilities, attention to detail and the ability to multitask
Ability to effectively contribute and collaborate with team and interact with others
Proactive approach, ability to use own initiative to work out any problems which may arise
Ability to manage time, prioritize and work with deadlines
Ability to remain calm under pressure
Ability to maintain confidentiality and be flexible
Punctual and able/willing to work overtime as needed

Responsibilities

Provide travel booking and expense reporting support via Concur for multiple employees
Prepare documents / spreadsheets / presentations in Microsoft Word, Excel and PowerPoint
Provide a welcoming office experience for visitors and employees
Set up and take down meetings, prepare conference rooms for meetings to ensure IT equipment is in place, ensure furniture is arranged appropriately, order food, set up/clean up food, and stock coffee pots and beverage needs
Keep reception area, conference rooms, and kitchen clean and clutter free
Perform closing responsibilities including cleaning inside and outside of microwaves and refrigerators as well as wiping down kitchen counters
Set up new hire office space to include coordinating with IT, landlord and equip offices/cubicles with supplies
Manage parking, accommodations, uber and restaurant reservations as requested
Work with building management to secure building conference room reservations as requested and keep employees informed of landlord announcements
Coordinate with Facilities Manager and submit Work Orders as needed
Monitor breakroom supplies and office supplies and order as needed including copy/printer toner and coffee
Coordinate market visits and calendar invites as needed; maintain visit calendar and log
Represent BMS on site during office builds/remodels as needed
Coordinate office events and outings
Handle all incoming and outgoing mail including receiving, distributing, couriers, Fed-Ex, UPS, USPS
Own relationships with external vendors
Partner with other Administrative Assistants to provide back-up support, vacations, and during other needed times, assist with overflow of work during peak busy times and vacations
Receive and direct incoming US and International calls in a clear and precise manner
Other administrative duties, as needed