Front Desk/ Administrative Assistant - Miami, United States - Inktel Direct Corporation

Description

** Front Desk/ Administrative Assistant**

**Job Category****:** Admin **Requisition Number****:** ADMIN001699 Showing 1 location **Job Details**

**Description**

The administrative duties of this position are vital to the effective operations of the company. Critical to success is high attention to detail, follow through, accuracy, communication, timeliness of work and organization. The employee shall be expected to use discretion in handling highly confidential information. Operate PBX or multi-line telephone system to answer incoming calls and directs callers to appropriate personnel by performing the following duties and principle accountabilities.

**PRINCIPLE RESPONSIBILITIES**

Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department. Retrieves messages from voice mail and forwards to appropriate personnel.

Answers questions about organization and provides callers with address, directions, and other information.

Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.

Monitors visitor access and authorizes access to the operations floor when required.

Updates availability calendar for conference(s) room.

Receives, sorts, and routes mail, and maintains and routes publications.

Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.

Assist other departments with administrative support and data entry.

Performs other clerical duties as needed, such as filing, photocopying, scanning, collating and working knowledge of preparing UPS/Fed Ex Packages.

Perform supporting duties for various Site needs:

+ Event Duties

Decoration site for events, holidays, etc.

Facilitating banquets and new hire orientations

Planning and executing events/activities for site.

Create Monthly Event Calendars

+ Catering Duties

Identifying, ordering catering events while maintaining strict budget.

Prepping and serving for agents

Picking up food when needed

+ Financial Duties

Filing receipts

Weekly and Monthly Expense Report processing for site leadership

Keeping track of gift card incentive requests

+ Facility Duties

Keep track of office supply inventory and ordering

Keep site organized and assures cleanliness

Assure and enforce COVID-19 protocols are being implemented and met

+ Recruiting Function Support

Greet all candidates and assist with any pre interview processes, including assessments, applications, etc.

Coordinate candidates interview takes place timely

Collect, scan IDs to secure folder

+ New Hire Orientation

Organize Meet & Greet (Decorate room, order snacks, check in NHs.)

Order and compile new hire welcome gifts for exempt new hires

Make laminated name tags for new hires and set on display

+ Benefit Package Spreadsheet/Distro HR Dept

Facilitate new hire benefits sign up process

Gather signed acknowledgement forms and upload by deadline

+ Administrative Duties

Create and/or deactivate Access Keys for new hires, office visitors, former employees.

Put together and distribute Non-Exempt Employee Benefit Packets

Taking temperature of all incoming personnel/visitors through the front entrance

Takes pictures of onsite activity to be sent to marketing for social media presence

Order employee incentives and gifts

Handle A-Player lunches

**KNOWLEDGE, EXPERIENCE, QUALIFICATIONS AND SKILL REQUIREMENTS**

**Oral Communication** Speaks clearly; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

**Written Communication** Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

**Language Skills** Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

**Professionalism** - Approaches others in a tactful manner; Reacts well under pressure; Working knowledge of business English, punctuation, spelling, arithmetic and general office

**Reliable** attendance track record, ensuring work responsibilities are covered when absent.

**Quality Management** - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

**Computer Skills** Knowledge of Internet software; Microsoft Office products such as Word, Excel and Power Point.

**Diversity** - Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment

**Ethics** - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

**Planning/Organizing** - Uses time efficiently; Plans for additional resources.

**Organizational Support** - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities

**Reasoning Ability** Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Applies good problem solving skills.

**Salary & Benefits**

The compensation package for this position includes a competitive base salary commensurate with experience, as well as a comprehensive benefits package of medical, dental, short/long term disability, life insurance, personal time off, educational assistance, and a 401K plan.

#LI - GB1

**Skills**

**Dedicated****:** Devoted to a task or purpose with loyalty or integrity **Goal Completion****:** Inspired to perform well by the completion of tasks **Flexibility****:** Inspired to perform well when granted the ability to set your own schedule and goals **Entrepreneurial Spirit****:** Inspired to perform well by an ability to drive new ventures within the business **Ability to Make an Impact****:** Inspired to perform well by the ability to contribute to the success of a project or the organization **Education**

**Experience**

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractors legal duty to furnish information. 41 CFR c)