Receptionist/Administrative Assistant Job in Charlotte 28202, North Carolina US

Essential Functions

General Daily Task:

·        Coordinate all telephone calls including routing to appropriate individual, taking messages, and screening for appropriate departments.  Ensure customers, vendors and employees are handled in a professional and courteous manner.

·        Greet all visitors, determine their needs and direct them to the appropriate party as necessary.

·        Sort and distribute general incoming office mail. Collect outgoing office mail and deliver to building mail drop.

·        Maintain integrity of front lobby, conference rooms and break rooms.

·        Responsible for other administrative duties as requested by management.

 Coordinate Activities:

·        Responsible for ordering and set-up of food for internal meetings and training classes. Assist in ordering and making food arrangements for off-site training and meetings when requested.

·        Schedule and organize department activities for Practices and Management Team.

·        Schedule meeting rooms and equipment as requested.

·        Schedule and organize special events.

 Miscellaneous:

·        Provide general assistance to Sales Department by reformatting new employee and candidate resumes.

·        Provide general assistance to Training department including: preparation and distribution of training aids (including: instructional materials, handouts, evaluation forms, visual aids, etc.), scheduling and coordination of rooms, directing students to training facility, assisting with providing food on as needed basis, stocking training facility break room, enrolling students / sending confirmation emails.

·        Type and design general correspondences, memos, charts, tables and graphs upon request.  Provide assistance with copying material, faxing, filing and other related tasks. Assist with group mailings.

·        Maintain office equipment as required.

·        Facilitate office/building maintenance issues.

·        Maintain office cube assignment and office keys.

·        Maintain office phone and voicemail directory.

·        Maintain appropriate level of supplies for office and break room.

·        Provide assistance to Recruiting including: affirmative action forms; organizing, creating, updating and filing candidate files; welcoming candidates; sourcing candidates, scheduling interviews, maintaining Recruiting Inbox and updating Candidate Tracking System.

·        Provide assistance for all Human Resource related activities including: employment benefits, immigration and EEO compliance.

·        Administer pre-employment and client criminal background and drug checks (as applicable).

·        Handle confidential and non-routine information upon request.

·        Schedule and coordinate travel for candidates.

 Education, Experience, and Skills Required:

·        High school diploma.

·        Must be able to interact and communicate with individuals at all levels of the organization.

·        Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.

·        A wide range of skills including: strong communication skills, good written skills, strong interpersonal skills, self motivation and self-directed; good organizational skills; professional image; energetic and enthusiastic.

·        Following skills are required: sets priorities, meets deadlines able to multi-task, carefully proofs own work.

·        Following skills are required: Microsoft Office Suite

We are an Equal Opportunity Employer.