Administrative Assistant

The Integral Group.•Atlanta, GA

4d•Onsite

About The Position

This pivotal role is responsible for the smooth operation of the front desk and providing crucial support to Corporate Administrative Operations, the Office Manager, Executive Assistants, and other departments, as needed. The Administrative Assistant ensures the switchboard is open and operating during our business hours, playing a vital role in our daily operations. Supports office operations by maintaining inventory, reporting out-of-order equipment, and must have excellent verbal and written communication skills.

Requirements

High School diploma or GED
Minimum 3 years of customer service experience
Must possess valid documentation to establish identity and U.S. employment eligibility.
Submission to, and ability to pass, a thorough pre-employment background check and drug screening is a requirement for employment.

Responsibilities

Open and close the lobby area
Answer all incoming calls in a professional manner and direct as appropriate and take detailed messages
Log all Property Management calls on the call log tracker, who call was transferred to and send emails as applicable with the details
Greet guests in a professional, friendly, and hospitable manner
Answer inquiries from staff, residents, and clients
Assist Office Manager/Executive Assistants as needed
Ensure knowledge of staff movement in and out of the organization
Monitor guests and visitors entering and exiting the lobby area
Be aware of and report suspicious activity to building security
Prepare and submit work orders to the Building Property Manager using the work order system
Obtain parking passes and office access passes for new employees and reissue lost or damaged passes and issue parking validations as applicable
Cancel parking passes and office access passes when employees leave the company
Provide upcoming guests with access information using the DataWatch System.
Prepare for meetings and special events by arranging refreshments and catering when requested and needed
Order Business cards
Maintain and confirm conference and training room reservation schedules daily
Ensure conference and training rooms AV equipment is ready for meetings and assist with connecting AV equipment for meetings
Process and complete expense reports for card holders and out-of-pocket expenses
Send, receive, and distribute faxes received via fax machine and e-fax
Receive and sort, all incoming mail and distribute appropriately
Stamp, weigh, code, and affix postage to outgoing mail and take to the building mail and FedEx drop location
Receive all incoming deliveries and log accordingly
Prepare courier/certified/overnight/return receipt packages
Maintain check collection log
Facilitate the process server process – who signed for the documents, who received the documents, who the documents were scanned and emailed to
Order all office supplies, beverages, and snacks and manage inventory
Coordinate the repair/maintenance of all office equipment (i.e., copiers, postage, and fax machines)
Maintain office appearance (reception area, copy rooms, breakroom, training rooms and conference rooms)
Notarize documents as and when needed
Maintain current employee phone list (business, mobile)
Maintain and update Front Desk Handbook