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Administrative Assistant

Palm Beach Gardens, FL

Order: 176530
Temp

The Office Administrator (OA) provides multi-function & multi-level level support to one or more groups within our client's headquarters in Palm Beach Gardens.

Applicant Profile:

  • The OA must be creative, have high energy, and enjoy working within an environment that is fast paced, results-driven and collaborative.

  • The ideal individual will have the ability to exercise good judgment in a variety of situations, handle a wide variety of activities and confidential matters with discretion and display strong organizational skills to maintain a realistic balance among multiple priorities.

  • The OA will frequently be the first contact with all visitors to the facility and will be responsible for initial guest experience and first impressions.

Requirements:

  • High School diploma required, AS or office administration certification a plus

  • Relatively stable work history with 4+ years of experience supporting a large, fast paced office with similar job accountabilities.

  • Skilled in Microsoft Office (Outlook, Word)

  • Must be comfortable supporting multiple managers and helping them to be more efficient and organized.

  • Must have a high degree of composure, not getting flustered easily when things do not go according to plan.

  • Open to change and enjoys the challenge of unfamiliar tasks.

Responsibilities:

  • Completes a variety of administrative tasks including: managing facility events/calendar of appointments; arranging complex and detailed travel plans, itineraries, and agendas; process expense reports for assigned executives and compiling documents for travel-related meetings (e.g. visas).

  • As a secure facility, screen all guest through Visual Compliance and maintain compliance records.

  • Screen and route incoming calls

  • Work with hiring managers and HR on coordinating interview schedules/travel, new hire packets and assist with pre-employment/drug screening for perspective new hires.

  • Ensure appropriate levels of supplies are maintained including copier supplies, coffee/beverages, postage and office supplies.

  • Assist Facility Manager with coordinating Maintenance/Service Calls (HVAC, Cleaning, Etc.) and with Inspections (Fire, Water, etc.)

  • Coordinate with Hotels/Local Transportation/Catering for meetings. Negotiate hotel rates with area hotels etc. and serve as the local contact.

  • Responsible for UPS / FedEx / DHL both domestic and international.

  • Maintain Shipping Log for Incoming/out-going shipments of parts and computer equipment.

  • Maintain Training Folders for Engineering Team through Document Management System

Job Type: Full-time

Pay: $14.00 - $18.00 per hour