Administrative Assistant

Ruppert Landscape - Corporate•Laytonsville, MD

19h•Onsite

About The Position

The receptionist acts as central hub for all office activities and plays a key role in shaping the first impression of our organization. This position is responsible for overseeing the day-to-day management of the office environment to ensure it supports our commitment to delivering high-quality professional services. The receptionist will maintain a welcoming, efficient, and well-organized office atmosphere, contributing to a positive and seamless experience for all visitors and employees.

Requirements

Minimum of one (1) year of demonstrated experience in a receptionist or administrative support role within a dynamic, fast-paced office environment.
High School Diploma or General Education Diploma (GED) required; additional administrative training or coursework is a plus.
Strong interpersonal skills and a consistently positive attitude, with a natural ability to deliver outstanding customer service and create a welcoming environment for clients, visitors, and staff.
Proven ability to comprehend and follow both written and verbal instructions with a high degree of accuracy, attention to detail, and consistency.
Excellent verbal and written communication skills, including a professional and articulate speaking voice and the ability to draft clear, concise correspondence.
Self-motivated with a demonstrated ability to work independently, manage time effectively, and prioritize tasks with minimal supervision.
Proficient in Microsoft Office Suite, particularly Word, Excel, and Outlook; comfortable navigating digital communication and scheduling tools.

Responsibilities

Answer all incoming telephone calls with professionalism and courtesy; assess the nature of each inquiry and route calls to the appropriate personnel or department. Accurately record and relay messages as necessary.
Monitor the general company email inbox, respond to inquiries as appropriate, and forward messages to relevant staff in a timely and efficient manner.
Greet all visitors and clients upon arrival, determine the purpose of their visit, and promptly notify the appropriate employee or department to ensure a seamless and professional welcome experience.
Maintain an inviting and organized front office and lobby environment, including daily setup of welcome displays, activation of lighting and media (e.g., lobby TVs), and securing/unlocking facility access points.
Coordinate the scheduling and preparation of meeting and conference rooms, including room reservations, setup, and the procurement of refreshments and supplies as required.
Manage inventory and replenishment of office supplies for Corporate Facilities; proactively monitor usage levels and place orders to ensure continuous availability of necessary materials.
Coordinate the ordering and distribution of business cards for employees, ensuring accuracy and timely delivery.
Process all incoming mail and checks, accurately sorting and distributing items to departmental folders or individual mailboxes, including centralized teams such as Payroll and Accounting.
Prepare and process all outgoing mail and shipments, including weekly branch distributions, and interface with national carriers such as USPS, UPS, and FedEx to ensure timely and accurate delivery.
Utilize the Accounts Payable system to track invoice submissions and proactively follow up with vendors to obtain any missing documentation.
Provide administrative support to the Human Resources department as needed, including preparing training materials, assembling employee handbooks, and assisting with event logistics and setup.