The client is looking for an enthusiastic and motivated individual to join the team. This is a unique opportunity for someone with experience in administrative support. The primary function of this role is to support the team with essential administrative functions and the position will require a high level of interaction and coordination with other departments within the organization. The position will report directly to the CFO, but the ideal candidate will be a self-starter, work well independently and is generally able to self-manage priorities and tasks. Training, mentorship, and support will be provided.
This is a 5 days in-office position and will have working hours of 9 : 00am-5 : 30pm.
Healthcare predominates in the client's marketplace, and the client mandate that staff who conduct business with and site visits to healthcare providers be vaccinated. As such, there may be a time that this position requires candidates to be fully vaccinated and proof of vaccination may be required for prospective hires.
Supervisory Responsibilities :
Duties and Responsibilities :
Make an outstanding first impression when greeting visitors and answering phones in personResponsible for answering and directing all incoming phone enquiries.Responsible for welcoming and guiding all vendors, clients, and other visitors to the NJ office.Respond or redirect all voicemails in the general mailbox.Distribute mail, reduce solicitation & junk mail, manage outgoing mail.Coordinate all deliveries - Truckmans, Fedex, UPSEnsure all incoming packages are received and directed appropriately.Ensure all outgoing packages are sent and received on time.Maintain schedules for all internal conference rooms and ensure they are prepped between meetings.Order and maintain office supplies.Assist with end-of-day office facility maintenance and closing.Monitor and maintain EIO, employee attendance board.Assist with office errands, internal correspondence as needed.Assist with the coordination and setting up of staff meetings and lunch and learnsCoordinate company events - Seasonal throughout the yearAssist HR with various tasks, onboarding schedules, orientation of new staff to office premises, monthly birthday, anniversary announcementsAssist the Finance team with filing, monthly invoices, membership and license renewals as requested, online bills, generating reports.Assist with other ad hoc administrative tasks as requested.Job Requirements
Required Skills / Abilities :
This role requires coordination and collaboration with many departments and strong communication skills, both written and verbal are essential.Demonstrates eagerness to learn new processes and systems, looks to continuously improve efficiency.Strong interpersonal skills, work closely with leadership team, HR and Finance team membersExcellent organizational skills and attention to detailKeen ability to manage time, competing priorities and multi-task.Problem-solving skills are essential to this roleResourceful and results oriented mindset.Proficient in Microsoft Office Suite or related programs (Office 365, Word, Teams)Ability to maintain meticulous records and files.Education and Experience :
High School Graduate RequiredCollege Degree a plusPrior administrative experience a plusPhysical Requirements :
Prolonged periods sitting at a desk and working on a computer.
