What are the responsibilities and job description for the Office Assistant position at Day Pitney?
Position Summary:
Responsible for general front desk duties, including answer the telephone, greeting clients and guests, coordinating communications to ensure efficient assignment and utilization of conferences rooms, and serving as an 'information resource' for the office. Offers Administrative assistance as needed based on the office needs.
Responsibilities:
The following are duties and responsibilities representative of this position:
- Handle incoming mail
- Answer telephone and provide general front desk duties (welcome guests)
- Create, edit, format and proofread documents
- Download and save documents to virtual files and set up folders/subfolders
- Make copies and scan document projects
- Assemble binders and transcripts
- Maintain neatness of lobby and waiting area
- Understand operations of telephone console and report problems. Relay incoming, outgoing and intra-system calls
- Communicate building emergencies to other offices (fire drills, evacuations, etc.)
- Electronically schedule and confirm internal meetings
- Electronically assign visiting attorneys to available offices
- Train and back up front desk area staff
- Assist with various administrative tasks:
- Mass mailings
- Unidentified mail
- Organization of pre-bills
- Chrome River – process invoices, expense reports & balance credit card statements
- Order food for internal meetings; manage said vendor invoices
- Validate parking where necessary
- Register guests where necessary
- Manage petty cash where necessary
- Other duties as assigned
Qualifications/Requirements:
- Excellent communication and customer service skills; attention to detail;
- Ability to manage multiple tasks with frequent interruptions;
- Proficient in Microsoft applications and Outlook;
- Reliability and punctuality; ability to maintain calm under pressure;
- Strong sense of teamwork;
- Good judgment and discretion.
- Work occasionally requires irregular hours and/or more than 37.5 hours per week to perform essential duties of the position.
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