Administrative Assistant

Office Manager (when physically in office):

• Ensure facility is stocked with office supplies, neat and secure during regular business hours to prevent unauthorized access.
• Perform office checks to include but not limited to maintenance needs (e.g. office lights), etc.
• Ensure office storage is organized and neat.
• Ensure copier, phone, wifi and TVs are in operational order and have clear instructions for use.
• Receive, sort and forward incoming and outgoing mail and publications. Coordinate the pick-up and delivery of express
• mail services (FedEx, UPS, etc.).
• Maintain a clean and organized office supply, copy/fax area, and conference room area.

Receptionist (when physically in office):

• Greet, assist, and direct customers, visitors, and staff as appropriate. Ensure all guest sign-in and out when entering/exiting
• the facility.
• Answer and screen telephone calls and direct to the appropriate associate. Transfer callers to the associate's voice mailbox
• and/or take messages when the associate is unavailable.
• Provide callers with information such as company address, directions to the company location, company fax numbers,
• company website and other related information.
• Arrange initial meeting with new hires in office. Provide new hire bag and documents.

Administrative (may be done via telework):

• Compose and type routine correspondence and documents as required.
• Maintain a current organization chart and update monthly.
• Assist with other related clerical duties such as photocopying, faxing, filing and collating.
• Arrange conference calls and set up meetings, take minutes as requested, and provide refreshments as needed.
• Arrange travel as requested.
• Train to be backup for NASA badging.
• Make and reconcile purchases
• Maintain and organize company records on SharePoint
• Provide support and reports as requested for administrative purposes and in support of the Quality Management System.
• Perform detailed data entry and retrieval as required.
• Must perform other duties as assigned at the discretion of management.

Inventory Management:

• Replenish inventory by ordering, receiving, stocking, and distributing office supplies to include but not limited to "breakroom", facility maintenance supplies, health and safety, new hire packets and office supplies.
• Ensure that the janitorial service's responsibilities are met and notify building supervisor if not. Correspond with service provider for specific janitorial needs.
• Conduct and inspect monthly facility safety inspections at designated facilities, maintain required safety reports and files.
• Maintain key inventory and assign keys with appropriate permissions.

Event Planning:

• Plan, organize, budget and coordinate company events, such as picnics, holiday parties, luncheons. May require creativity for theme and decorating.
• Plan, organize and coordinate 3-4 philanthropic opportunities for the company to give to the community.
• Plan, organize, budget and coordinate marketing company sponsored events like chili cookoff, golf tournament, etc. May require creativity for theme and decorating.

Education

• High school diploma or GED required

Experience

• One year of administrative assistance required. Two or more years of experience preferred.

License, Cert or Registration

• Current drivers' license, proof of U.S. citizenship or proof of authorization to work in the US and the ability to satisfy a background investigation to obtain a security clearance.

Special knowledge, skills, & abilities

• Effective verbal, written and interpersonal communication skills
• High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required.
• Detail-oriented, effective time management and organizational skills required.
• Must be flexible and able to adapt to different work tasks.
• Professional personal presentation.
• Requires effective relationship management skills with co-workers in a team environment and with customers and suppliers.
• Must be courteous, customer focused, well organized, flexible and able to demonstrate proficient communication.