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Perform basic clerical functions not requiring specialized knowledge of systems and procedures. These may include photocopying addressing and stuffing envelopes sorting and distributing mail filing and assembling documentation. Supervision recommended. May use calculator to compile simple figures. May also perform faxing duties. Has detail-oriented skills. 1-3 years experience.
a) Maintain professional appearance of reception desk and lobby area.
b) Open the reception area and switchboard promptly at designated opening time and secure the switchboard and reception area after closing time.
c) Understand and follow office security procedures.
d) Answer and direct all calls in an efficient, accurate, professional and pleasant manner.
e) Greet and assist all visitors; maintain company visitor sign in book.
f) Maintain and distribute visitor security badges in accordance with security policies.
g) Report all telecommunication and data system problems to the Global IT help desk and office manager immediately.
h) Document front desk procedures to assist back up support and temporary workers.
i) Coordinate visitor transportation requirements, such as calling for a cab, limo, etc.
j) Keep copies of office floor plans for ready reference in locating employees.
k) Assist with vendor inquiries.
l) Use my.Client.com, employee information application such as Aria and/or email directory to obtain employee information.
m) Notify recipients upon receipt of faxes and deliveries.
n) Update employee phone list on a monthly basis.
o) Perform other administrative support duties as required by the department or office.
2) Facilities (including Flex Office program)
a) Maintain conference room schedules for the facility via Outlook Scheduler.
b) Function as a liaison for local vendors (couriers, shipping vendor, property manager) as well as for internal groups.
c) Coordinate service requests with property management and/or external vendors.
d) Provide backup for other facility personnel as needed.
e) Handle new hire arrangements such as access and parking setup, MyHelp tickets and security access. Acquaint new employees with office procedures.
l) Coordinate repairs within physical office space such as carpeting, repainting, etc.
m) Resolve or coordinate resolution for all facilities requests, such as temperature complaints, conference scheduling conflicts, etc. Track requests in iSupport.
n) Work with office manager to assign space for new hires.
p) Assist employees with flex cubes and offices.
3) Mail services
a) Sort and distribute all incoming and interoffice mail and deliveries, including preparing and sending mail and deliveries received for home-based employees.
b) Place mail in appropriate employee mailboxes.
c) Prepare, meter and send all outgoing mail.
d) Verify mail and/or packages being shipped are not personal items.
e) Verify receipt of all deliveries prior to signing vendor delivery tickets/logs.
f) Maintain accurate mail distribution records; package recipients need to sign for deliveries.
g) Keep accurate log of deliveries for review by office manager or facility manager
h) Secure all deliveries as required.
i) Prepare packages for shipment, including contacting couriers for package pick ups.
k) Maintain adequate records and logs as defined by manager.
l) Maintain adequate level of postage for use by office personnel.
5) Safety & Security
a) Responsible for overall office safety & security.
b) Work with Global Physical Security and regional security manager to ensure all security system and badge assignments are accurate and current.
c) Acting on direction of GPS, provide assistance as required.
6) Problem solving
a) Prioritize conflicting responsibilities and schedules.
b) Report problems as required.
c) Communicate as required to the necessary parties involved.
d) In the event of a facilities emergency provide assistance as directed to achieve timely resolution.
e) Communicate closure of an issue to one's own manager as well as the requester.
1) Client Core Competencies:
a) Adapting to change
b) Building relationships
c) Business Ethics
e) Customer Focus
f) Personal drive
g) Planning and organizing
h) Results Orientation
2) Function Specific Competencies:
a) Command busy switchboard system in a large, fast-paced corporate environment.
b) Ability to use and maintain basic office equipment-PC, multifunction device, AV equipment, etc.
c) Excellent customer service skills and verbal communication skills.
d) Ability to use Excel, Word, PowerPoint as well as email.
e) Understanding of general office procedures.
f) Ability to work independently with minimal supervision and handle multiple tasks.
g) Familiarity with purchase order process.
h) Knowledge of web-based applications.
i) Ability to use effective time management skills
j) Responsiveness to customer requests/service issues
k) Development of work processes and elimination of unnecessary or redundant steps
l) Ability to interact with all levels within the company, regular interaction with external customers and vendors
m) Comprehensive understanding of departmental policies and procedures
n) Understand conference room assignments and scheduling process
o) Ability to accurately complete tasks within specified deadlines
p) Ability to assign appropriate level of urgency to specific situations, especially relative to action requests generate by upper management.
q) Ability to obtain closure on relevant issues.
r) Ability to lift 35 lbs.
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Intelliswift Software is an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status or any other characteristic protected by federal, state or local law.