Receptionist/Office Administration Assistant

Overview:

Be our customer’s first impression of Align Communications. Become a part of a Premier Global Provider of Information Technology Solutions at Align Communications as the front desk receptionist and office administrator. You will be the voice and face of Align and an integral part of the administration team, which consists of accounting, HR and product support professionals.

Align Communications is a global information technology solutions firm, helping businesses manage, move, improve and integrate their technology infrastructures. Our clients are many of the world's leading firms, who for 20 years have relied on us to provide a single source of expertise in technology relocations, infrastructure buildout, network solutions, as well as a host of convergence solutions such as call centers and IP telephony. Align Communications offers competitive benefits and a bonus plan.

Responsibilities (The position’s specific duties, tasks, activities, responsibilities and accountabilities include, but are not limited to:)

Office Administration
Telephone and front desk coverage:
• Responsible for answering the main line of Align Communication and fielding calls appropriately: handling and transferring calls, paging staff members internally, forwarding messages externally
• Client interface via telephone and at reception
• Take daily attendance of all employees via phone call, email and in person check ins.
• Document weekly attendance schedule and present to HR manager
• Assist accounting group with system entries, invoice mailings, photocopying and filing
• Responsible for daily banking deposits including tape back up rotation in safety deposit box
• Assist in monitoring cash balances within accounting system
• Daily interaction with many Align professionals and managers assisting with a variety of requests and tasks. Follow through and status on progress imperative.
• Updating internal phone list and distribution of extension and cell phone listings to Align professionals monthly
• Create and distribute monthly meeting calendar
• Conference room bookings and office space management

Mail:
• Distribution of daily mail deliveries into inboxes
• Organize Federal Express mail and arranging messenger deliveries
• Ensure time-sensitive documents received are personally delivered to intended recipient
• Take outgoing mail when leaving for the day

Copier/Fax Maintenance:
• Review and distribute faxes as they come in
• Maintain this area and secure assistance when machines need service

Supplies
• Assist staff in securing supplies from closet
• Order stationery, personal calendars and business cards for staff

Travel Arrangements:
• Make travel arrangements for Align Communications staff

Kitchen/Office:
• Ensure that the reception area and office is clean and presentable
• Inventory and purchase coffee and other office supplies

Other duties include
• General administrative support including making orientation binders for new hires, putting together benefits packages
• Administer Phone presentation overview as part of new hire orientation.
• Participate in the new hire on-boarding process: notify the building management of new hires for photo id and distribute bathroom keys, order cell phones for new staff members, train users on phone system
• Provide updates to the intranet system – calendars, phone lists, name and number changes, etc.

Skills (The education and/or past experience required to succeed in this position)
Excellent phone and verbal communication skills
Strong customer service
Ability to prioritize and handle varied tasks
Initiative and follow through are key characteristics
Familiarity with Microsoft Office suite of tools
Light bookkeeping skills, a plus
Technical skills (web software, telephone programming, accounting software), a plus