Receptionist/administrative Assistant - Philadelphia, United States - Clemens Construction Company

Description

Accountable for daily office operations as directed by Office Manager and assisting the HR / Marketing Departments using effective time management skills and prioritizing tasks.

• Maintain shared calendar and available room assignments.
• Communicate with Building Security Desk regarding visitors and deliveries.
• Manage incoming phone calls and communication through interoffice cell phone.
• Greet visitors warmly, offer refreshments, find the party they are seeing and seat them in the proper conference room or office.
• Direct all office traffic accordingly.
• Open, date stamp and route incoming mail and packages.
• Remit all packing slips and receipts to Office Manager.
• Track office related packages for receipt of items and remit to Office Manager.
• Manage assignments for Courier / Fed-Ex / outgoing mail for all departments.
• Complete mass mail or package mailouts as requested.
• Stock kitchenettes with snacks, coffee, soda, etc.
• Ensure common spaces are presentable on (2) specific floors during the day and at end of day.
• Clean and reassemble conference rooms after each meeting.
• Manage the inventory lists for Office supplies/concession items on a monthly basis.
• Manage office machine(s) Inventory lists on a monthly basis.
• Complete print and copy jobs as needed.
• Order/send out items for printing as needed.
• Keep machines, workstation areas and conference rooms stocked as needed.
• Assist with ordering, setting up and cleaning up for office luncheons and events.
• Support Office Manager and HR Manager with Company related projects and events.
• Assist Marketing Department with preparing proposal / information / marketing packets as needed.
• Assist with New Hire Task Lists.
• Assist with New Hire Packets updates and assembly.
• Assist with preparation for new employee arrivals.
• Arrange HR related events and monthly sentiments as directed.
• Remit "Week at a Glance" for following week on Friday to Office Manager.
• Other duties as assigned.

• High school diploma/GED required
• Bachelor's degree preferred
• Proficient in using Microsoft Office programs
• Ability to communicate effectively verbally and in writing
• Great organization and attention to detail
• Friendly, outgoing and personable demeanor