Front Desk Office Assistant

Scope of Work

The office assistant will perform routine and basic office functions at the site. The assistant will conduct business with members of the Client Service and the general public in a professional manner by greeting visitors and either providing them the information they need or directing them to the proper staff. The office assistant will be operating office equipment and working with Client Service systems. The office assistant must be able to answer phones and office inquiries in a knowledgeable and professional manner; know and assist with procurement activities, understanding and carrying out office mail and shipping procedures, and will learn check in and check out procedures for building staff and security. Please see a complete lists of tasks below.

Requirements -Functional-Technical Tasks

Building security of arming and disarming security alarm and serving as the point of contact for alarm company.

Greets visitors at the front desk of the facility in a professional manner.

Answers telephone.

Provides routine information and routes call to appropriate personnel.

Assists callers with questions or directs them to the appropriate personnel.

Takes accurate messages.

Answers employee and general public inquiries.

Assists with office correspondence and filing.

Becomes familiar with activities and events at the Client Service site to adequately answer questions and assist with projects.

Tracks general office supplies and vendor requests for facility manager for facility use and makes procurement requests when requested.

Tracks janitorial inventory and makes procurement requests for supplies when low.

Maintains and replaces toner in printers, copiers, and postage meters for site.

Files any records that must be kept hardcopy on site or electronically documents in the appropriate filing system.

Responsible for mail, FedEx, UPS: both incoming and outgoing.

Responsible for assisting with Conference Room Management which includes scheduling, maintaining supplies, and assisting with Video-Teleconferencing set-up.

Assist with basic data entry.

Will be responsible for quarters clerical data entry in some locations.

Assist with data entry, which may include data entered manually or scanned.

Assist with creating and maintaining a library catalog spreadsheet of books, involving titles, authors, and locations.

Assist with vehicle inventory, tracking or scheduling