Duration: 5 months
JOB SUMMARY
Provide administrative support to a department or office location. Provides support for reception and guest services, mail services, phone, meeting rooms and location services and back-up support for Facilities Services Coordinator.
ESSENTIAL DUTIES AND RESPONSIBILITES
• First class "meet and greet" for customers, clients, vendors, applicants, visitors and directs appropriately. Follows security procedures for recording guests, suppliers and other visitors, Arranges escorts as needed. Issues visitor passes.
• Receives and directs incoming calls to headquarters location and routes to the appropriate individual
• Maintain neat and professional reception area with current newspapers, periodicals and company newsletters. Maintain conference rooms, café and other common areas. Requests building and housekeeping services as needed.
• Periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed (this is primary responsibility of Facilities Coordinator and completed as a back-up to that position).
• Coordinates catering for meeting and events. May negotiate pricing and menus. Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.
• Performs general clerical duties associated with distributing office faxes, packages and mail as required.
Guest Relations
• Manage allocating guest workspace and conference room facilities in alignment with NWoW (New Way of Working) and must be “trainer-quality” proficient with Siemens reservation system: Desk4U
• Point of contact for outside guests requiring meeting assistance with catering
• Provide administrative support for guests relating to printing, scanning, FedEx, travel, etc.
Collaboration
• Work directly with Facilities Coordinator to cross-train and provide back-up support to one another as needed
• Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference/meetings rooms. Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition. Arrange video and/or web conferencing as needed. Must be proficient with video conference and teleconferencing equipment
Special Projects
• Willing and able (skill level, time management, etc.) to contribute to and assist with special projects
• Assist Office Manager with projects on an as-needed basis
Equipment you should know how to operate:
• Copiers, scanner functions, and faxing
• AV equipment in conference rooms
Siemens Security/SRE:
• PKI card activations
• DC office/desk allocations
Communications:
• Building Management
Daily:
• Staff requests
Education: Minimum of high school diploma or GED