We need two assertive individuals who will take the initiative in providing administrative support to what many consider the most talented software coding team in the country. We are only looking for dedicated, long-term candidates who aren't afraid to challenge the way things have been done in the past. Moreover, you need to set high personal standards of performance.
The admin will directly assist a team of 6 software developers on a variety of project based work in addition to:
- Providing a clean organized place to work by maintaining lobby and workstation around copy machine.
- Performing expense reconciliation, as needed communicating with numerous sources to solve disputed amounts in timely manner.
- Maintaining back-up support for receptionist and front desk agent — which will involve directing calls and responding to inquiries.
- Preparing correspondence, presentations, reports, project tracking, budget planning, database consolidation and other projects.
The receptionist will cover the phones taking accurate messages & notes in addition to:
- Welcoming on-site visitors, determining nature of business and announcing visitors to appropriate personnel or escorting them to meeting areas.
- Answering general questions about the company and providing callers with address, directions, and other information and referring other specific questions to appropriate staff.
- You will become an extension of clients by connecting them with their account manager, taking and retrieving messages for various personnel.
Working Culture: A positive spirited, inspiring, forward-thinking organization that greatly values employee autonomy and collaboration. Located at 770 Chapel Street.
What we're looking for...
- Strong customer service and problem solving skills to interact with all levels – from developers to upper management and customers
- A person who gives clients personal attention can go a long way in establishing their positive experience with the company
- Those with an ability to handling delicate and sensitive internal and external situations with empathy, patience, tact, and diplomacy
- A minimum of 2 years prior reception or office administration experience in a fast paced environment
- Advanced skills in Microsoft 365, including Excel, PPT, Word Outlook, and virtual meetings and conference tools
- Someone who is able to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Other Tasks May Very Well Include: Providing logistical support and set-up equipment for webinars & conference calls and video conferences. Creating and preparing business memos, letters, reports, and presentations materials. Providing clerical assistance, to include creating computer filing, copying and sorting, the pick up and distribution of mail, delivery of messages, etc. Scheduling appointments and meetings using knowledge and judgment of priorities. Ensuring customer service concerns are resolved in a timely manner. Demonstrate flexibility, patience and persistence in routinely rescheduling meetings. Scanning of all special billing contracts, pricing requests and backup documentation. Drafting, editing and proofing memos and written correspondence. Organizing and scheduling (and re-scheduling) client/internal meetings and events with an understanding of business priorities. Developing and maintaining a sound knowledge of internal network and resources.
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