Receptionist, Administrative Assistant (Entry Level)

The Poole and Kent Corporation•Ashburn, VA

4d•Onsite

About The Position

The Receptionist, Administrative Assistant performs administrative functions for the corporate office. The role handles telephone calls, greets visitors, assists with meeting preparation and company events, and supports onboarding as needed. Reliable attendance and punctuality, along with professional demeanor and etiquette, are essential. This is an onsite position in Ashburn, Virginia, with a Monday through Friday schedule from 8:00 a.m. to 5:00 p.m. The position reports to the Director, Administrative Services and has no supervisory responsibilities. The role also maintains office supplies, copy machines, meeting-room and kitchen consumables, and the cleanliness and organization of shared spaces. It prepares computer documents for administrative tasks, supports meal ordering and pickup for meetings and events, and may use a personal vehicle for which mileage is reimbursed. The company provides lifting assistance for heavy supplies. Applicants must be authorized to work full-time in the United States without current or future employer sponsorship.

Requirements

High school degree or equivalent.
At least two years of administrative experience in a professional office environment.
Proficiency with Microsoft applications, particularly Excel; proficiency using Word and creating business letters.
Basic Excel skills are desirable.
Accurate keyboarding and proficiency in spelling, grammar, and punctuation.
Ability to create or update letters and documents within business-required timeframes.
Fluent spoken and written English communication skills.
Professional written and verbal communication, courteous conduct, emotional intelligence, and composure.
Ability to prioritize assignments and use independent judgment within the scope of the role.
Ability to work collaboratively and support teamwork, organize and manage information and processes, and perform duties safely in accordance with company policies and applicable laws.
Valid state driver's license and reliable personal transportation.
Authorization to work in the United States full-time without employer sponsorship now or in the future.
Ability to perform the listed physical functions, including office work, walking, reaching, and occasionally moving or lifting up to 25 pounds with assistance.

Nice To Haves

Bilingual proficiency in Spanish is strongly preferred.
At least two years of administrative experience in a professional office environment.
Basic Excel skills.

Responsibilities

Greet visitors professionally and courteously and notify employees when their business guests arrive.
Answer and screen incoming and inter-company calls, transfer calls to appropriate contacts, connect calls to conference settings when applicable, and route messages by email with pertinent caller information.
Keep copy machines stocked with consumables; contact vendors for repairs and notify employees by email when equipment is out of order or repaired.
Organize the office supply room, maintain inventory, and order and stock office supplies.
Restock meeting rooms and the kitchen with consumables, and maintain cleanliness of meeting rooms, community spaces, the kitchen, and kitchen equipment.
Request assistance from the Labor Manager when heavy supplies or items need to be moved or lifted.
Assist with new-hire onboarding as needed.
Prepare and generate computer documentation accurately using Excel and Word for administrative tasks.
Support meal ordering and pickup for meetings and company events.
Maintain reliable attendance and punctuality.