Administrative Associate

The Haskell Company•Jacksonville, FL

27d•Onsite

About The Position

In this role, you will be responsible for front desk reception, conference services, mail room, and other administrative duties as assigned by the Supervisor of Administrative Services. You will provide team-oriented assistance and backup support to other personnel in the department as assigned.

Requirements

High school degree or equivalent with a minimum of 1 year of office, clerical, and/or relevant experience
Ability to understand and execute the company vision and values of Team, Excellence, Service, and Trust
Professional appearance and proven customer service skills
Proficiency in Microsoft Office or other software required
Ability to organize, multi-task, prioritize and work under pressure
Effective written and verbal communication skills as well as the ability to carry out detailed written or verbal instructions independently
Be detail-oriented and recognize errors in numbers and spelling in written materials
Ability to keep confidential information
Ability to accomplish the described duties through the use of appropriate computer and general office equipment

Responsibilities

Receives and reviews conference room reservation requests; schedules meetings, in-services, and conferences, and confirms conference room schedule and services with clients
Assures proper furniture arrangement; contacts other departments and service providers to obtain audio, video, sound, and lighting equipment, food and beverage services, and ensures equipment and services are provided as requested and resolves any related problems
Setup, clean up, and stock conference rooms for meetings
Maintain an accurate inventory of soft drinks, coffee, water, paper, plastic, and other products needed for conference services
Codes and verifies incoming invoices for Issues timely invoices for services and supplies as needed
Maintains a current conference services calendar for upcoming meetings/conferences
Welcome all visitors, clients, vendors, applicants, and new team members cordially and professionally. Obtain information when appropriate and inform the proper individuals by announcing them accurately in a professional and friendly manner
Monitor visitor access by following the current protocol of having them sign in and maintain security awareness in general
Operate a multiple-line switchboard. Answer, screen, and transfer any incoming phone calls to the appropriate person while providing basic information when Operating the paging system, when applicable
Maintain conference room calendars for scheduled meetings with accuracy and follow up for usage of the room before the meeting
Maintain a neat, clean, and professional reception desk and area
Employee activities include but are not limited to assisting with corporate events
Provides internal and external mail services for assigned Receives, sorts, delivers, picks up, and processes courier items, interoffice mail, magazines, and all classes of United States Postal Services (USPS), FedEx, UPS, etc., mail
Maintain postage, postage equipment, and mailing supplies and organized mail department
Research and routes unidentified and generic mail
Runs miscellaneous errands per supervisor’s request
Delivers copy paper to designated areas two times a week or as requested
Assist with facility requests when needed