Office Assistant

Job Summary:

This position performs receptionist and administrative duties under direct supervision according to established guidelines and procedures. Requires administrative skills, ability to organize and coordinate many tasks, and ability to prioritize daily tasks. Typical duties are described below and may vary by department or assignment.

Duties/Responsibilities:

• Receives, screens and routes telephone calls appropriately, promptly and courteously, requiring the ability to acquire a general knowledge of departmental functions and staff assignments. Assures that calls are answered promptly and pleasantly to assure customer good will.
• Receives, screens, and directs visitors, sales personnel, suppliers, contractors, and applicants courteously to the appropriate department or individual. Maintains log of visitors. 
• Catering for VPI events and visitors – Luncheons, Dinners and meetings etc. – (set up and tear down)
• Assist in arranging and coordinating meetings, preparing agendas and required material  
• Make hotel arrangements for customers
• Assist in the preparation of summary reports and presentations for projects or process reports
• Stock/Send/Organize Samples
• Work with various vendors (Cleaning Crew, Copy Machine, Water/coffee/snack vendors, office carpets, pest control)
• Manages the mail and postage meter
• Maintain internal phone listing and monthly calendar
• Order office supplies, process and track invoices and expenditures
• Help with Human Resources activities/functions
• Performs other duties as assigned.

Required Skills/Abilities: 

• Excellent verbal and written and interpersonal communication skills to effectively interact with internal and external customers at all levels; ability to maintain a pleasant speaking voice, and be clearly understood over the telephone
• Ability to maintain professionalism in accordance with corporate guidelines 
• Ability to maintain confidentiality regarding, documents, communications, and visitors
• Ability to interpret and carry out verbal and/or written instructions

Education and Experience:

• High School Diploma or GED required
• 1-2 years prior experience in office environment
• Ability to use a PC; basic working knowledge of Microsoft Word, Excel and Outlook
• Ability to learn and maintain knowledge of company’s organizational structure and functional departments
• Excellent verbal and written communications skills
• Ability to multi-task
• Ability to maintain a neat and organized work environment
• Normal office environment
• Occasionally, may be required to sit for long periods of time while performing the job.

Reports to: 

• Human Resources Manager