Operations Administrative Assistant

HUB International•Metairie, LA

7d•Onsite

About The Position

This role provides front-desk and administrative support for the Metairie, LA location while serving as backup to the Receptionist and Gulf South Region Facilities Assistant. The Operations Administrative Assistant manages visitor reception, phone systems, mail/package processing, and conference room coordination. This role administers desk reservation systems, maintains employee directories and emergency contacts, and submits IT service requests. It also provides support in facilitating employee registrations for credentialing and continuing education programs. This role supports multi-location operations through office access management, supply ordering, and vendor coordination for equipment services. The Operations Administrative Assistant requires strong organizational skills and professional demeanor to support multiple departments across the HUB Gulf South region.

Requirements

High School diploma or equivalent, plus two (2) or more years of secretarial, clerical, or administrative work experience in a professional office setting is required.
Ability to work in-office at the Metairie, LA location during regular business hours of 8:00 AM to 4:30 PM CST, Monday through Friday.
Ability to communicate clearly and effectively, both verbally and in writing.
Active listening skills and the ability to tailor messaging for different audiences.
Ability to work independently or in a team environment.
Ability to manage multiple responsibilities without compromising quality.
Proactively anticipates needs and prioritizes action steps.
Ability to work in a fast-paced, energetic environment and remain open to change and new ideas.
Possesses strong communication, organizational, and time management skills, with extreme attention to detail.
Demonstrates a strong work ethic and commitment to goals to provide top-tier service to clients, customers, or stakeholders.
Ability to apply independent judgment and reasoning while completing tasks.
Ability to navigate the Microsoft Office platform, including Outlook, Teams, and other programs.
Ability to independently operate various office equipment, including multi-line soft telephone system, computer with keyboard and mouse, multi-function printer/copier/scanner devices, folding/inserter machine, and postage machines.
Ability to maintain confidentiality, honesty, and ethical standards.
Ability to sit or stand for extended periods of time
Ability to lift or carry items up to 15 pounds.
Ability to walk, stoop, kneel, and/or reach overhead

Responsibilities

Function as primary backup to Receptionist in Metairie, LA location on tasks including, but not limited to: Answer incoming telephone calls, transfer calls, and route messages, mail, packages, and faxes to appropriate personnel or department in a friendly and professional manner.
Greet and check-in on-site visitors, determine nature of visit, and announce visitors to appropriate personnel.
Ensure vendor representatives have necessary access for on-site deliveries and maintenance appointments.
Sort and scan paper mail, routing to appropriate personnel.
Prepare outgoing mailings and packages for pickup by courier service and USPS.
Coordinate conference room reservations.
Maintain office supplies inventory and coordinate with Facilities Assistant for regular supply orders.
Retrieve USPS mail daily from local Post Office Box.
Maintain current mobile telephone contact information for all HUB Gulf South region (“GUS”) personnel to the emergency dialog system, including updates for onboarding and offboarding of employees and for re-assignment of an employee’s office location.
Serve as primary administrator for GUS locations’ Office Space desk reservation system, including assisting employees with reserving desks as needed and ensuring appropriate desks are designated for hoteling.
Update GUS employees’ work telephone numbers listing approximately quarterly.
Submit IT Service Desk tickets for GUS offices’ main telephone numbers to reflect scheduled holiday closures.
Assist designated personnel in GUS locations with submitting IT Service Desk tickets for atypical closures and other instances affecting offices’ main telephone numbers, escalating such tickets as needed.
Facilitate GUS employees’ registrations to insurance designation credentialing courses and periodic renewals of such designations through third party vendors, maintaining current record of these course registrations and designation renewals.
Facilitate GUS employees’ registrations to other insurance continuing education courses on an as needed basis.
Function as primary backup to GUS Facilities Assistant on tasks including, but not limited to, maintaining office access card credentials for Metairie, LA location, approval of recurring office supply orders through online vendor for multiple GUS locations, coordinating with vendors for orders, installations, maintenance, and decommissioning of various office equipment in GUS locations.
Additional clerical duties as assigned in support of various departments and special projects such as data entry, scanning, filing, photocopying, and collating.
Other duties as assigned by the supervisor.

Benefits

Competitive salaries and benefits offerings
Medical/dental/vision insurance and voluntary insurance options
Health Savings Account funding
401k matching program
Company paid Life and Short-Term Disability Plans
Supplemental Life and Long-Term Disability Options
Comprehensive Wellness Program
Paid Parental Leave
Generous PTO Package - Vacation, Holiday, Sick, and Personal Time Off
Great work/life balance, because that’s important for all of us!
Focus on creating a meaningful environment through employee engagement events
The ability to be a part of a motivated, winning team with the opportunity to learn from colleagues who are amongst the top talent in the industry!
Growth potential - HUB is constantly growing and so can your career!
A rewarding career that helps local businesses in the community
Strong community support and involvement through HUB Gives