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Front Desk Admin

Boston, MA 02110

Posted: 03/30/2023 Employment Type: Contract To Hire Job Category: Administrative Job Number: 552917 Country: United States Is job remote?: No

Job Description

As the face of our company, you are the initial contact for incoming guests, partners and vendors as well as working with all levels of the business. This is a fast paced role with requires a great deal of detail and strong decision making skills. You will also be working in partnership with our three other locations for various ad-hoc projects and working with our outside vendors.

  • Manage and maintain all office equipment and corresponding vendor relationships for example: HP Printers repairs, vending machines replenishment, building maintenance and repairs, catering companies
  • Manage and place office supply orders (place supply orders for the Ohio, Seattle, NJ, and Boston offices.  Set up new vendor accounts as needed.
  • Organization and department allocation of Facilities-related A/P invoices and expenses for all locations
  • Report all facilities-related issues to Facilities personnel and property management companies, all locations (Seattle, Ohio, NJ, Boston)
  • Issue building and office access badges (soon to be transferred to AmFam for processing)
  • Maintain and organize key system for all office and desk keys company-wide
  • Responsible for training facilities assistant(s) for back-up coverage of the front desk (training in phone coverage, office supply ordering, maintenance requests, staff meals, invoice and expense processing
  • Responsible for answering all calls into the office and transferring to the correct person or department, as well as greeting all guests in a friendly and professional manner
  • Responsible for maintaining the reception area (daily inspection floors, doors, windows and reception desk for cleanliness and organization
  • Create cubicle name plates for new hires (use name plate template document to create new names)
  • Responsible for periodic mail room coverage, and receive deliveries when Mail room is not available (check for overnight mail delivery, also cover for vacation and sick leave)
  • Register all visitors (register on sign-sign sheet and provide them with visitor badge, if needed)
  • Coordinate and assign conference call numbers ( set up via Teams)
  • Responsible for ordering all catering for the Boston office, as well as weekly pizza ordering and setup
  • Assist with various administrative tasks (i.e. file folder creation, publication distribution to VPs, research, shipping, correspondence, monitoring of Pitney Bowes Postage funds, etc.) as needed
  • Conduct a daily morning walk through to assess needs on each floor (damages, supply needs, cleaning, etc.)
Absolutely must have to succeed:
  • Customer service experience - treat all employees, vendors, visitors, candidates, etc. as customers, greeting them with warmth and professionalism
  • High energy - every day is different, and your day begins at 7:30-8:00am. Must be ready to fulfill requests, greet new hires/visitors
  • Resourceful - difficult phone calls, issues with employees, etc. will arise- must be ready to solve problems as they come
  • Proactive and a self-starter
  • High attention to detail, accuracy in this position is a must
  • Friendly and professional demeanor
  • Familiarity with Outlook and Excel is a plus- high email volume daily, organization and punctual responses are a must
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