Administrative Aide

SUMMARY
This position manages the company’s general administrative activities. Provides support to managers and employees and assists in daily office needs.

RESPONSIBILITIES

• Greet and welcome guests as soon as they arrive at the main office
• Direct visitors to the appropriate individual(s), conference room or correct department office
• Ensure the facilities are kept clean and the proper functioning of the telephone, fax, photocopy machine, etc.
• Arrange building facility maintenance (i.e. air conditioning, plumbing, pest control, etc.)
• Answer all incoming phone calls
• Responsible for incoming and outgoing mail
• Organize the office, conference rooms, studio and break rooms
• Keep inventory of all related office supplies
• Orders business cards for employees
• Performs other clerical receptionist duties such as distributing mail, filing, photocopying
• Assist with annual equipment inventory
• Coordinate company events and office special projects
• Assist with clerical task for Accounting and HR department (scanning, filing, etc.)
• Assist month-end activities (Analyze office expenses, savings, etc.)
• Assist with audit and provide required documentation
• Maintain a manual of how to process your individual task
• Identify areas of improvement and work with Supervisors and Manager to maximize efficiency in the office workflow
• Perform other projects as needed or tasks as assigned

REQUIREMENTS

• Proficient in Microsoft software programs (word, excel, outlook)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• High school diploma; additional certification in Office Management is a plus