The Receptionist and Administrative Assistant will be the first point of contact for the company and will assist the Facilities department with various administrative duties. This role will require a professional appearance and manner. The Receptionist and Administrative Assistant will perform office duties including greeting guests with a positive and helpful attitude, maintaining security procedures, answering and routing phone calls, and other administrative duties as assigned.
Performance Objectives: Receptionist: Greet and check-in guests, Answer, screen, and rout telephone calls to appropriate departments or employees Manage regulatory guests for FDA visits according to SOP guidelines Manage Medical Information hotline according to protocol Maintain security by following procedures for visitors and entry to locked suite doors General assistance to group meetings held in first-floor conference rooms Reconcile courier invoices Enter service requests for building issues and access cards Maintain the Warden file to include all employees based in Princeton for bi-annual BXP campus fire drills Place coffee and beverage orders Stock reception kitchen and refrigerator for guest use Receive deliveries and sort mail Monitor and replenish safety cabinets Administrative: Manage physical asset inventory reports bi-annually, asset destruction, and company audit readiness Request new vendors through Procurement Create contracts via CSMS and assign BPO numbers for IT Assign mobile phone numbers to the Telecommunication website for new employees Request business card proof for new employees and route to the employee and manager Support new employee preparation and walk through tour orientation Order, activate, and ship corporate credit cards Update the Everbridge Instant Alert System with changes, additions, or deletions Update the Excel floor plan file for office space availability Order printers and coordinate shipping Maintain office and master keys securely Support IT with courier labels
Education/Certification Requirements: High school diploma required.
Knowledge, Skills, and Abilities: Two to four years' experience in managing comparable duties Requires the ability to proactively multi-task a variety of projects and activities effectively and efficiently under stringent timelines Customer/client focused Communication proficiency Problem solving and analysis Project management skills Ability to effectively present information in one-on-one and small group situations to internal and external clients Must have comprehensive skills in all Microsoft Office applications
Receptionist /Admin Assistant • Princeton, NJ, US
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