Administrative Support - Receptionist

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Administrative Support - Receptionist

Category: Administration

Main location: United States, Tennessee, Knoxville

Position ID: J0726-2557

Employment Type: Full Time

Position Description:

We are looking for a friendly, energetic, and people-oriented individual who thrives in a fast-paced environment and genuinely enjoys engaging with others. As the face of our Knoxville office, you will play a vital role in creating a welcoming and professional atmosphere, while ensuring strict adherence to industrial security and FOCI compliance requirements that are foundational to our facility's operation.

The ideal candidate will:

• Greet CGI Partners and guests in a warm, friendly, and professional manner, bringing enthusiasm and positive energy to interactions.
• Drive security protocols, confidentiality, and the protection of sensitive information to ensure compliant and safe facility.
• Provide creative ideas to enhance the overall office experience and feeling of community.
• Enjoy interacting with people and working in a fast-paced business environment.
• Perform duties on site for defined operational hours.

This position is located in Knoxville, TN.

Your future duties and responsibilities:

Industrial Security (Physical Security, FOCI Monitoring, and Reporting):

• Assist in the implementation of security policies and procedures for this facility.
• Monitor and manage CGI Partner and visitor access, ensuring strict adherence to and compliance with security protocols, policies, and procedures.
• Coordinate with your manager and the Corporate Facility Security Officer (FSO) on security related matters.
• Report any security incidents or breaches to the appropriate authorities.
• Support the Insider Threat and Counterintelligence programs by identifying, monitoring, and reporting suspicious activities.
• Serve as the conduit between building management, CGI internal teams, and CGI Partners on any building announcements and notifications in case of emergencies. (Building power outage, severe weather, road closures near the building, need for medical or law enforcement assistance, emergency vehicles incoming/on-site and other scenarios that may arise.)
• Manage distribution of and keep accurate records in CGI systems of all visitor logs and access credentials given to CGI Federal Partners, CGI CSG Partners, contractors, and visitors.
• Monitor vendor list for access and ensure that all access credentials issued are displayed properly and returned.
• Maintain adherence to the Special Security Agreement, Facility Location Plan (FLP), and CGI Federal policies, processes, and procedures.
• Ensure that approved FOCI visit requests are received prior to CGI Parent/Affiliate visits and monitor interactions to ensure compliance with security protocols.
• Observance of these requirements is essential to maintaining our commitments and preventing compliance gaps.
• Support an environment of continuous improvement; observing, suggesting and escalating the need for new procedures. Collaborate with appropriate groups on approval and support implementation of alternative solutions to ensure a productive work environment.
• Other duties as assigned

Reception, Facilities and Office Administration

• As the first impression of CGI, greet CGI Partners and guests in a warm, friendly, and professional manner, bringing enthusiasm and positive energy to interactions.
• Assess and address all inquiries/requests and handle them in a professional manner, forwarding them as appropriate.
• Assist with scheduling and coordinating internal/external meetings and appointments.

o Track and approve conference room requests for meetings; maintain a master calendar of events for common area space.

o Coordinate conference room set-up/breakdown, ordering of meals, printing of meeting materials, and ensuring AV equipment is set up and working properly.

• Operate and troubleshoot office equipment, including coordination of vendor support as needed (e.g. Xerox machines and conference room AV).
• Maintain a clean and organized reception area. Ensure lobby area, kitchen/office stations, and conference rooms are neat and clean.
• Work closely with the Onshore Center Lead, CGI's Workplace Resource Management and building management as it relates to facility issues and concerns.
• Direct, coordinate, and, when needed, supervise facility service vendors for cleaning, repairs, and maintenance to ensure a consistently clean and well-maintained office. Log and track tickets in a timely manner with property management for facility-related issues.
• Maintain and manage records to include (but not limited to) visitor logs, membership lists, and office inventory needs. Inventory, order, and stock office supplies.
• Accept and deliver all incoming packages from USPS or carrier mail (FedEx, UPS, DHL, etc.). Prepare outgoing packages for pick-up; mail and/or fax documents as requested.
• Coordinate parking badges/vouchers for CGI Federal Partners, CGI CSG Partners, contractors, and visitors and manage voucher inventory.
• Support Corporate Social Responsibility planning and events.
• Assist with support for new hire onboarding activities.
• Establish and monitor effective tracking of cubicle and office master keys. Provide reports to the Onshore Center Lead and Facilities/Workplace Resources on a scheduled or as-requested basis.
• Perform other administrative duties as coordinated by your Industrial Security Manager with Onshore Center Leads.

Required qualifications to be successful in this role:

.• Demonstrated ability to thrive in a fast-paced, dynamic work environment, managing multiple priorities with composure and a positive, engaging attitude.

• Exceptional interpersonal skills, with a natural ability to build solid working relationships and make people feel welcome, with a passion for taking initiative and creating a positive office experience.
• Demonstrated experience of providing highly professional customer service while keeping security policies and procedures top of mind.
• Direct experience working with credentialing systems, intrusion detection, access control systems, and corporate security mechanisms.
• Ability to communicate requirements and schedules for vendor services to partners in a timely manner is a necessity.
• Possesses a keen situational awareness when it comes to privacy and confidentiality.
• Resourcefulness and a proactive approach to organizing and problem‑solving.
• A basic knowledge of facilities/building operations is a great asset.
• Ability to understand FLPs and implement the security requirements.
• Ability to quickly come up to speed with new technologies, processes, procedures and concepts is required.
• Proficiency in Microsoft Outlook, Excel, Word, PowerPoint and MS Office tool suite.
• Ability to travel and support other facilities as required.

Highly Recommended Qualifications:

• Active Security Clearance.
• FSO Program Management for Possessing Facilities certification.

CGI is required by law in some jurisdictions to include a reasonable estimate of the compensation range for this role. The determination of this range includes various factors not limited to skill set, level, experience, relevant training, and licensure and certifications. To support the ability to reward for merit based performance, CGI typically does not hire individuals at or near the top of the range for their role. Compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range for this role in the U.S. is $31,700.00 $58,100.00.

CGI Federal''s benefits are offered to eligible professionals on their first day of employment to include:

. Competitive compensation

. Comprehensive insurance options

. Matching contributions through the 401(k) plan and the share purchase plan

. Paid time off for vacation, holidays, and sick time

. Paid parental leave

. Learning opportunities and tuition assistance

. Wellness and Well being programs

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Skills:

• Communication
• Customer relation
• English
• Facilitation
• Collaboration
• Detail-oriented

What you can expect from us:

Together, as owners, let's turn meaningful insights into action.

Life at CGI is rooted in ownership, teamwork, respect and belonging. Here, you'll reach your full potential because…

You are invited to be an owner from day 1 as we work together to bring our Dream to life. That's why we call ourselves CGI Partners rather than employees. We benefit from our collective success and actively shape our company's strategy and direction.

Your work creates value. You'll develop innovative solutions and build relationships with teammates and clients while accessing global capabilities to scale your ideas, embrace new opportunities, and benefit from expansive industry and technology expertise.

You'll shape your career by joining a company built to grow and last. You'll be supported by leaders who care about your health and well-being and provide you with opportunities to deepen your skills and broaden your horizons.

Come join our team-one of the largest IT and business consulting services firms in the world.

Qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, pregnancy, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status or responsibilities, reproductive health decisions, political affiliation, genetic information, height, weight, or any other legally protected status or characteristics to the extent required by applicable federal, state, and/or local laws where we do business.

CGI provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job in the U.S., please email the CGI U.S. Employment Compliance mailbox at US_Employment_Compliance@cgi.com. You will need to reference the Position ID of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a Position ID will not be returned.

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All CGI offers of employment in the U.S. are contingent upon the ability to successfully complete a background investigation. Background investigation components can vary dependent upon specific assignment and/or level of US government security clearance held. Dependent upon role and/or federal government security clearance requirements, and in accordance with applicable laws, some background investigations may include a credit check. CGI will consider for employment qualified applicants with arrests and conviction records in accordance with all local regulations and ordinances.

CGI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with CGI's legal duty to furnish information.

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CGI is an Equal Opportunity Employer, to include disability and protected veteran status; we are committed to compliance with U.S. laws and regulations. Click here to access an overview of our U.S. Equal Employment Opportunity and Anti-Harassment Policy.

Applicants have rights under Federal Employment Laws:

• EPPA
• FMLA
• Know Your Rights: Workplace Discrimination is Illegal
• Pay Transparency Statement Policy

CGI provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job in the U.S., please email the CGI U.S. Employment Compliance mailbox at US_Employment_Compliance@cgi.com. You will need to reference the Position ID of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a Position ID will not be returned.

We make it easy to translate military experience and skills! Click here to be directed to our site that is dedicated to veterans and transitioning service members.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.