The Receptionist / Admin will join True’s great culture with some office management or administrative assistance experience and a positive attitude, strong drive to succeed, and a keen focus on customer service.

Responsibilities :

• Greet all clients, guests, employees, and vendors in a warm and welcoming manner when representing the reception area.
• Receive and direct outside guests while maintaining the guest portal.
• Answer and direct internal and external phone calls to the appropriate point of contact.
• Help manage and maintain all meeting room calendars; prioritize and schedule all incoming meeting and appointment requests.
• Help schedule and organize and accept meeting room requests through Outlook. Verify approval from EC team for external client requests.
• Manage and maintain a master event calendar for the executive team.
• Manage incoming and outgoing mail / packages. Deliver mail to appropriate person.
• Create desk name tags for new employees.
• Coordinate with employees on temporary work spaces and storage.
• Escalate all facilities issues or concerns to appropriate True contact to ensure building maintenance receives the maintenance work order.
• Help organize and restock items upon delivery and keep office space organized and clean, to include :
• Empty dishwasher in mornings and load at end of day.
• Tidy up meeting rooms in mornings and throughout the day after each meeting.
• Clean kitchen tables, countertops, and microwaves throughout the day.
• Clean out kitchen refrigerators on Friday evenings.
• Stock women’s restroom toiletries.
• Organizing storage cabinets of office supplies for employee use.
• On weekly basis, help take inventory of refreshments, kitchen supplies, and office supplies for multiple office locations and keep track of orders in spreadsheet to manage order costs.
• Assist remote facilities in Lombard, Tampa, Memphis, Tempe, etc. with maintenance requests as necessary.
• Manage and maintain a master list of all facility work requests to ensure visibility and completion.
• Maintain a positive working relationship with True’s preferred vendors (Garvey’s, Costco, Chicagoland, Phillips, etc.).
• Assist in the ordering, set-up and clean-up of food orders within the office for internal employees and client meetings / events.
• Help maintain weekly staff meeting agendas, including tracking data and making daily updates to checklists.
• Assist in running True’s Recognition Program by maintaining accurate records, communicating with team members and True Leadership.
• Assist in running True’s new member Welcome Kit Program through assembly, tracking and mailing to new team members.
• Translate and create content from True’s newsletter and announcement requests into easy readable content for Yodek.
• Participate as needed in special department projects.
• Taking notes for in house meetings as requested.
• Provide in person support for contract employees.

Qualifications :

• Bachelor’s Degree preferred
• Strong organizational abilities necessary, ability to multitask
• 1 - 2 years of administrative support experience preferred
• Strong computer literacy with Microsoft Office Word, Excel, PowerPoint
• Able to work effectively within a team environment
• A great personality
• Exceptional attention to detail
• Excellent verbal and written communication skills; the confidence in yourself to communicate effectively

Please, local candidates only. Thanks for checking us out, and feel free to drop us a line with your resume highlighting why this position sounds like a great match for you!

Last updated : 2024-06-25