Notary of Public or willing to complete requirements to become a notary Perform a range of clerical and accounting support functions Generate and prepare reports in Viero and Radio Fusion for management upon requestĪssist Account Executives with processing advertising contracts and revisions upon requestĪssistance with creation, editing and finalizing sales presentations proofreading memos, letters and advertising copy Generate contract confirmations, invoices and spot times for clients and staff upon request Photocopy and scan documents upon request Meter all outgoing mail, distribute incoming mail and deliveries Notify company personnel of visitor arrival in a timely and professional mannerĭistribute station prizes to winners and maintain winner formsīe aware of station programming and promotions Welcome visitors by greeting and directing them appropriately. Handle inquires and provide callers with information Multitasking, flexibility, problem solving and a positive outlook are essentialĬandidate must be a team player and easily able to move from project to project Proficiency in Microsoft Outlook, Word and ExcelĮxperience coordinating cost-effective travel and meeting arrangementsĪbility to prioritize and effectively manage time in a fast-paced environment amid constant interruptions Understand and perform tasks in a timely manner excellent time management skillsĭetail-oriented and able to multi-task in a fast-paced environment Prepare purchase orders for a variety of office supplies from multiple vendors keep accurate inventory of items neededĪt least 2 years of administrative experienceĪbility to effectively and maturely communicate and collaborate with diverse personalities in all levels of management, as well as outside vendors and clients Order, prepare, and clean up catering as necessary for client meetings Register all guests and clients properly with the building security system Manage multiple conference room, and guest space calendars conduct detail-oriented correspondence with meeting organizers and other administrative staff through an internal conference scheduling system Greet and properly direct all clients and guests be responsive to client’s needs upon arrivalĪnswer a multi-line telephone and give appropriate information to callers or route calls to appropriate party while demonstrating professional telephone etiquette Manage travel arrangements prepare itinerary and trip file, keeping other staff posted as necessary coordinate materials and supplies coordinate hotels, meetings and meals complete and process expense reportsĬreate and maintain highly confidential files in a professional and discreet manner Manage a complex calendar effectively to maximize the teams’ time in accordance with department priorities Manage clerical, administrative, and business details, including calls, meetings, and travel Prior experience in related position or similar capacity preferredĮxposure to working in a facilities department Knowledge of the proper use of English in spoken and written forms (grammar, spelling, vocabulary etc.) and of generally accepted office practices, procedures and equipment Microsoft Word, Excel, PowerPoint, Access, Windows, etc.) required Knowledge of business desktop applications (i.e. Exposure to general contract administration and scheduling Perform DSE assessmentsĪnswer and connecting of all inbound and outbound telephone callsįinancial/budgetary responsibilities including but not limited to the processing of invoices, data entry and tracking of department expenses, end of year reporting for previous costs etc Distribute post and couriers, frank all outgoing mail. Book and code all taxi and courier requests. Maintain off-site storage records, update phone extension list, inventory checks according to tracking list. Provide space & occupancy updates as required. General administrative duties including, but not limited to, miscellaneous administrative support, ordering of departmental supplies, maintaining central files, administering access cards, maintaining certificates of vendor insurance. Maintain London General Services SharePoint site Maintain all kitchen supplies, both staff and client. Maintain binding room equipment and supplies, employee/contractor/visitor badge provision. Utilise EMaint CMMS to monitor, track and report on responses to Help Desk requests. Liaise with the Building Management regarding shared building issues, liaise with maintenance contractor's regarding FTI issues, approve their work and maintain service records. Facilities Help Desk assistance - Answer internal calls relating to building issues.
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