Front Desk Administrative Assistant

Responsibilities:

The Front Desk Administrative Assistant will be responsible for managing the reception area of the office, greeting visitors, answering phone calls, scheduling appointments, handling incoming mail, maintaining office organization, and performing various administrative tasks to ensure smooth day-to-day operations, providing a positive first impression to clients and guests. Will be providing administrative support to office personnel, and ensuring smooth office operations in an efficient, discreet and diligently with excellent communication, organizational skills, and can multitask in a fast-paced environment.

Key Responsibilities:

· Greeting and Assisting Visitors:

o Professionally greet all visitors upon arrival, direct them to the appropriate person or area, and manage visitor registration.

· Phone Management:

o Answer incoming phone calls promptly, direct calls to the appropriate staff member, take messages, and handle inquiries.

· Appointment Scheduling:

o Manage appointment calendars, schedule meetings, and send reminders to clients and staff.

· Mail and Package Handling:

o Receive and distribute incoming mail and packages, manage outgoing mail, and coordinate deliveries.

· Administrative Tasks:

o Perform general administrative tasks including data entry, filing, photocopying, and maintaining office supplies.

o Back-up support for the Executive Administrative Assistants

· Office Maintenance:

o Ensure the front desk area is clean, organized, and well-maintained.

o Making sure all coffee bars are maintained (cleanliness and stocked)

· Communication and Coordination:

o Collaborate with other departments to provide support and facilitate smooth communication

Required Skills:

· High school diploma or equivalent; additional qualifications in office administration or related field is a plus.

· Excellent communication and interpersonal skills to interact with diverse individuals in a professional manner.

· Strong organizational and time management skills to prioritize tasks and meet deadlines.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for managing data and correspondence.

· Ability to multitask and handle multiple requests simultaneously.

· Detail-oriented with a focus on accuracy

· Valid driver’s license

Preferred Qualifications:

• Experience in the trucking, rigging, or logistics industry.
• Knowledge of transportation management systems and related software.
• Basic understanding of accounting principles.

Working Conditions:

• Standard office environment with regular use of office equipment.

· Long periods of sitting

• Occasional need to lift or move office supplies and packages around 50lbs or less

Occasional need for errands to be run with milage reimbursement

Summary

As a Front Desk Administrative Assistant, you will be the first point of contact for clients and visitors, providing exceptional customer service and administrative support. Reporting to the Office Manager, your core responsibilities will include managing multi-line phone systems, handling data entry, and maintaining organized filing systems. Your proficiency in Microsoft Office and QuickBooks will enhance office efficiency, while your organizational skills will ensure smooth daily operations. With a focus on professionalism and communication, you will contribute to a welcoming environment and support the overall management of the office.

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

People with a criminal record are encouraged to apply

Education:

• High school or equivalent (Required)

Experience:

• Executive administrative support: 1 year (Required)

Location:

• Edison, NJ 08817 (Preferred)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Edison, NJ 08817 (Required)

Ability to Relocate:

• Edison, NJ 08817: Relocate before starting work (Required)

Work Location: In person

Salary : $55,000 - $60,000