Administrative Associate

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Job description

Overview:
In this role, you will be responsible for front desk Reception, conference services, mail room, and other administrative duties as assigned by the Supervisor. You will provide team-oriented assistance and backup support to other personnel in the department as assigned.

Your responsibilities will include:

Conference ServicesReceives and reviews conference room reservation requests; schedules meetings, in-services, and conferences, and confirms conference room schedule and services with clients

Assures proper furniture arrangement; contacts other departments and service providers to obtain audio, video, sound, and lighting equipment, food and beverage services, and ensures equipment and services are provided as requested and resolves any related problems

Setup, clean up, and stock conference rooms for meetings

Maintain an accurate inventory of soft drinks, coffee, water, paper, plastic, and other products needed for conference services

Codes and verifies incoming invoices for Issues timely invoices for services and supplies as needed

Maintains a current conference services calendar for upcoming meetings/conferences

Front Reception DeskWelcome all visitors, clients, vendors, applicants, and new team members cordially and professionally. Obtain information when appropriate and inform the proper individuals by announcing them accurately in a professional and friendly manner

Monitor visitor access by following the current protocol of having them sign in and maintain security awareness in general

Operate a multiple-line switchboard. Answer, screen, and transfer any incoming phone calls to the appropriate person while providing basic information when Operating the paging system, when applicable

Maintain conference room calendars for scheduled meetings with accuracy and follow up for usage of the room before the meeting

Maintain a neat, clean, and professional reception desk and area

Employee activities include but are not limited to assisting with corporate events

MailroomProvides internal and external mail services for assigned Receives, sorts, delivers, picks up, and processes courier items, interoffice mail, magazines, and all classes of United States Postal Services (USPS), FedEx, UPS, etc., mail

Maintain postage, postage equipment, and mailing supplies and organized mail department

Research and routes unidentified and generic mail

Runs miscellaneous errands per supervisor's request

Delivers copy paper to designated areas two times a week or as requested

Assist with facility requests when needed

To thrive in this role, you'll need:

Ability to understand and execute the company vision and values of Team, Excellence, Service, and Trust

Professional appearance and proven customer service skills

Proficiency in Microsoft Office or other software required

Ability to organize, multi-task, prioritize and work under pressure

Effective written and verbal communication skills as well as the ability to carry out detailed written or verbal instructions independently

Be detail-oriented and recognize errors in numbers and spelling in written materials

Ability to keep confidential information

Ability to accomplish the described duties through the use of appropriate computer and general office equipment

Education/Experience:

High school degree or equivalent with a minimum of 1 year of office, clerical, and/or relevant experience

At Haskell, we offer a comprehensive benefits package, including health insurance, retirement plans, professional development opportunities, and more. Join us and be part of a team where your contributions make a difference.

Environmental Factors and/or Physical Requirements:

While performing the duties of this job, this position is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, and arm, hand, and finger dexterity, including the ability to grasp, and visual acuity to use a keyboard, operate equipment and read application/form information. The associate frequently is required to sit, reach with hands and arms, talk, and hear.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities:

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability, or protected veteran status.

Haskell will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008. The job description will be reviewed periodically as duties and responsibilities change with business necessities. Essential and marginal job functions are subject to modification.

Haskell is a Drug-Free Workplace.

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