Administrative Assistant Front Desk & Travel Coordinator
Description
Tracking Code
70-178
Job Description
As the “face of Salient Surgical” to all outsiders looking in, the role of administrative assistant front desk is one of the most critical in the company. The successful candidate will continually project a warm, competent, and professional attitude and image to all he/she comes in contact with both internally and externally, and will assist in various administrative tasks cross-functionally helping to maintain an efficient, smoothly running office. This individual will also spend 25% of his/her time coordinating travel for the company.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
* Understand the key role of receptionist and carry out tasks with a high level of urgency, professionalism and confidentiality.
* Answer all incoming calls. Handle interactions with incoming callers as well as internal colleagues in a warm, respectful, professional, and timely manner.
* Greet all visitors that come through the doors. Act as the first “face of Salient” in a professional and warm manner. Ensure that all visitors check in and wear visitor badges.
* Handle all incoming and outgoing mail according to the Salient Surgical mail distribution policy by stamping and delivering to accounting.
* Manage and coordinate service for all printers, faxes and copiers. Notify Service Representative when equipment or systems go down to ensure timely repair.
* Complete shipping requests on a daily basis, close out Pitney Bowes shipping machine each night.
* Own the process of ordering and maintaining general office supplies (i.e. letterhead, paper products) and ensure all service stations are continually stocked and organized with necessary items (paper, toner, staplers, paper clips, fax cover sheets, etc.). Evaluate suppliers for cost effectiveness.
* Function as Travel Coordinator in training and assisting admin assistants on travel procedures. Book all travel for corporate individuals (with the exception of those that have admin assistants). Book travel for HCPs and HR candidates. Run travel reports and continually monitor ways in which the company could save money. It is estimated that this function will take up 25% of employee’s time.
* Provide Accounting with end of month department accruals for office supplies.
* Assist accounting department in accurately matching invoices with checks and completing mailing process at the end of every week and file all backup in the accounting department.
* Provide support to departments with food (planning, ordering and set-up) for meetings.
o Code and distribute American Express statements on a weekly basis.
Required Skills
Necessary knowledge, skills and abilities:
1. Demonstrated knowledge of professional office procedure and etiquette.
2. Ability to effectively answer multiple phone lines.
3. Demonstrated knowledge of basic computer skills including MS office products, and Lotus Notes email system.
4. Understanding of the travel industry and systems.
5. Ability to establish and maintain effective working relationships with employees and officials; ability to communicate effective orally and in writing.
Required Experience
Education and experience:
1. High school diploma
2. Minimum 2 years professional office experience
Job Location
Portsmouth, NH, US.
Position Type
Translated Full-Time/Regular
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