Administrative Assistant And Receptionist

Administrative Assistant/Receptionist- Located in Detroit, MI

Description:

Coordinates and provides administrative support for the team in Detroit. Responsible for supporting daily operations, maintaining the office and supplies for the team, project coordination, team logistics, and the completion of tasks and duties as assigned by leadership.

Typical Duties & Responsibilities:

●Assisting the Director and Leads with daily coordination and scheduling logistics such as arranging meetings, responding to calls and messages, and digital filing, and special assignments.

●Project coordination roles such as attending meetings with design team members to prepare meeting minutes and track action items, and follow-up on logistical action items.

●Data input and tracking of Microsoft Planner, Google Keep, or other project management tools.

●Setup of proposal, memos, reports, presentations and excel spreadsheets using the Microsoft Office software.

●Data entry into Vision, creation of file folders, and project tracking for project and proposal setup.

●Provide a wide array of administrative support for staff and managers.

●Support the streamlining of administrative processes and coordinate directly with administrative staff between offices.

●Provide general support to visitors, including providing directions for parking and accessing the building.

●Greets all guests courteously and professionally at the door to the building and responds appropriately by guiding them to the appropriate room or person.

●Sets up or provides refreshments.

●Coordinate mail and UPS/FedEx outgoing mail, including permit submissions and proposal delivery.

●Keep conference rooms and common areas in a tidy and orderly manner.

●Ensure the office and work area is clean and organized at all times.

●Maintaining conference room(s) and schedules as requested

●Schedule/coordinate logistics and food for brown bags, guest lunches, and meetings (in-house and outside functions).

●Back up for booking travel arrangements.

●Maintain inventory of office supplies, kitchen and housekeeping supplies, PPE, and breakroom supplies (i.e. coffee and tea).

●Maintain printer and plotter functionality, coordinate with IT and maintenance contractors, as-needed.

●Coordinate with HR and administrative staff for new-hire materials (nameplate, business cards, desk/cubicle location, etc.)

●Coordinate and communicate with building and facility staff, cleaning staff, and maintenance contractors, as-needed.

●Assist staff in the submission and resolution of IT issues, coordinate with IT.

Additional Skills & Qualifications:

●Minimum 2+ years of Administrative Assistant/Receptionist experience

●Associate degree or equivalent combination of training/experience

●MS Office suite proficiency: Word, Excel, PowerPoint

●Strong attention to detail

●Takes ownership over assignments

●Ability to meet tight deadlines

●Strong communication skills (verbal and written)

●Professionalism