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 Services
- Receives 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 Desk
- Welcome 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
- Mailroom
- Provides 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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