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Posted: Saturday, March 11, 2017 10:48 PM

JOB PURPOSEUnder general supervision, performs various simple to complex administrative tasks under the direction of a managerial position.JOB RESPONSIBILITIES/DUTIES :Please note: Bilingual skills (Spanish/English) are required for this position: This position is a part time position. The candidate will be expected to work 20 hours per weeks with the ability to accommodate a flexible schedule. Performs receptionist duties including screening, greeting, and assisting visitors, including taking and relaying messages, guiding traffic within the building, and responding to customer inquiries with appropriate and accurate information. Assigns and logs any use of temporary access badges to visitors and contractors. Ensures that each badge is tracked and returned on a daily basis. Answers telephone lines, screens and routes customer calls appropriately or takes and relays messages, and responds to customer inquiries with appropriate and accurate information. Updates company phone list as needed. Manages meeting room schedules. Ensures that each meeting is properly set up in accordance with the meeting organizerA?s requests and needs. Test and confirms that all audio visual equipment and presentations are up and ready for each meeting. Coordinates with fellow Administrative Specialist for assistance and backup to ensure all tasks are completed before each meeting to include refreshments, catering orders, room set up and any special requests. Responsible for ensuring that all meeting rooms are properly cleaned and ready for next meeting at all times. Will also ensure that front lobby is tidy and the front kitchen is clean and well stocked. Post meeting room calendars and information daily. Understands outlook calendaring and assists customers and staff with meeting logistics. Coordinates with appropriate team member to ensure logistics and support of meeting has been prearranged and ready to execute day of meeting. Prior coordination of room setup, catering, refreshments, audio:visual equipment, and any other items must be tested and ready for each meeting. Upon request places catering and refreshment orders, receives and signs for orders, and is responsible for distribution of receipts to appropriate team members. Coordinates proper stock of all refreshment items and places order through selected vendors. Manages all outgoing and incoming mail to include date stamp, distribution, printing stamps and preparing certified mail. Coordinate any overnight shipments received and those needing to be sent by contacting the appropriate vendor. Purchases any mail or overnight materials, packages and services as needed. Provides administrative support to include scanning, print jobs, research, and any other special request as needed. Provides any Board or Committee meeting administrative support as requested. Any other duties as assigned.KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of: Structure and content of the English language including the meaning and spelling of words, rules of composition and grammarAdministrative and clerical procedures and systems such as word processing systems, filing and records management systems, transcription, and other office procedures and terminologyConfidentiality methods and techniques for the proper handling and precautions for classified, confidential, and sensitive informationRecords management processes and/or methods for inventorying, verifying , logging, preparing, filming/scanning, and filing of recordsSkill in:Strong problem solving skills with effective follow through, analyzing information and evaluating results to choose the best solution and solve problemsStrong listening, verbal, presentation and written communication skillsKnowing how to find information and identifying essential informationPerforming complex operations in Microsoft Office Suite and the internet.Performing executive administrative functions including scheduling travel, meeting planning and coordinating calendar activitiesActively

Source: https://www.tiptopjob.com/jobs/64756377_job.asp?source=backpage


• Location: Austin

• Post ID: 17595533 austin
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