Administrative Receptionist

Yulista (Calista Corporation)Huntsville, AL, US

4 days ago

Job type

Full-time

Job description

HQ Office Facility Manager

Ensures the efficient day-to-day operations of our HQ Office Facility by overseeing and executing reception and administration support for the Redstone Gateway Campus supporting 800 employees. Ensures visitors are appropriately vetted for facility access and that no unauthorized persons enter any secured areas. Collaborates with Security on current issues and schedules ongoing support. Works closely with Security to ensure facility is adequately secured during all business hours. Assists with managing Conference Center tours and schedules, including external bookings, and coordinates with interested parties both internal and external to include any catering and IT requirements. Primary POC for Concierge Services for ongoing events in the Conference Center and immediately responds to customer issues and troubleshoots / resolves as required. Oversees the efforts of housekeeping to ensure the HQ facility is maintained to high levels of cleanliness. Directs and routes vendors and deliveries as required / received. Assists the Facility Ops Manager and Administrator with facility support requirements, ticket status and assignments, and supports the director with other administrative duties as required. Provides support to other departments upon request, including time-stamping invoices for Accounts Payable; collecting and compiling personnel attendance data for upcoming Yulista events on behalf of HR; and other requests as needed. Acts as a POC for employees as well, directing their questions through the proper channels, and listening to all employee inputs for continuous improvement of our facilities.

Essential Functions

Answer and direct phone calls in a polite and friendly manner.
Welcome visitors in a warm and friendly manner, and answer any questions visitors have.
Maintain reception area and all common areas in a clean and tidy manner at all times.
Operate standard office equipment on a regular basis, including a fax machine, a copy machine, and a computer.
Keep detailed and accurate records of visitor requests and of calls received.
Receive deliveries, check packages for damage; sort and distribute incoming mail.
Take inventory of supplies and assist restocking as needed.
Maintain the general office filing system.
Conference Center management.
Centralized POC for visitors, new hires, housekeeping, and security guards.
Strong email etiquette; for potential conference center customers and mass company emails.
Assist Facilities team in help desk tickets as needed; submit tickets to landlord as needed.
Other duties as assigned.

Knowledge, Skills, & Abilities :

Moderate computer skills specifically using Microsoft Office Suite; ability to learn additional computer skills or software programs. Working knowledge of advanced software applications is preferred.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

Ability to write routine reports and correspondence.

Interpersonal skills are necessary to work effectively and cooperatively with all levels of management and staff. Will also routinely interact with other crew members.

Ability to use general office equipment such as fax, phone, copier, scanner, printers, etc.

Ability to follow a process.

Strong professional customer service skills, including active listening, prompt service and follow-up.

Strong decision analysis and problem-solving skills; ability to draw conclusions and justify decisions. Must be able to communicate issues to management.

Ability to learn and understand corporate policies and procedures and how they relate to goals.

Ability to perform basic mathematical computations.

High degree of self-motivation and the ability to work independently.

Ability to multi-task.

Qualifications :

High school diploma or general education degree (GED) required.

2-3 years of relevant experience in an office environment.

Proficient in Microsoft Office.

Able to type 35 wpm minimum.

Strong phone skills.

Demonstrated ability to read, write, and speak English.

Comfortable multi-tasking and prioritizing tasks without guidance.

Excellent interpersonal skills.

Punctual with strong attendance history.

Must be able to obtain and maintain a Government Security Clearance.

Preference Statement : Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO Statement : Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion / creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits. REASONABLE ACCOMMODATION : It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

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