Description:
Primarily on-site
In addition to basic admin tasks, the position also requires some receptionist/front desk work and must start at 6:30 AM. The ideal typical work hours will be from 6:30 AM to 3:30 PM, including 1 hour of unpaid lunchtime.
Job Description
The Administrative Coordinator is primarily responsible for supporting an assigned manager (typically a director or above) with administrative tasks and performing the front desk activities. They will also provide back-up support for the Executive Assistant at the site.
Essential Functions
The Administrative Coordinator will prioritize workload and deliver specific clerical/administrative activities and services under the guidance of the assigned manager.
• Calendar management and coordination of meetings
• Coordinate domestic as well as international travel arrangements for the department
• Process Invoices and prepare expense reports
• Assist with ad hoc projects under general guidance from the manager
• Provide support to other members of the department as needed
• Interact with staff at all levels in a fast-paced environment
While being assigned to work at the front desk (typically 6:30 AM to 10:30 AM),
• Receives and greets visitors. Directs them to the appropriate place or employee and answers general questions.
• Issues control badges as required, records visitors' arrivals and departures.
• Ensure the vendors complete the safety and GMP training when needed and maintain the records.
• Answer incoming calls and route accordingly. Maintain updated phone list with changes.
• Ensure that the reception area is neat; call for taxi service if necessary; other miscellaneous items as assigned.
Requirements:
• 3 to 5 years of experience of administrative skills
• Proficiency in MS Office Suite (PowerPoint, Word, Excel) Outlook
• Must be a self-starter with the ability to multi-task
• Flexibility to accommodate rapidly changing priorities and deadlines.
• High level of accuracy and attention to detail
• Strong verbal and written communication skills
• Strong customer service skills
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