Administrative Intern

Job purpose

To provide assistance with administrative tasks for 8-koi; a diverse Florida based service and consulting company that has been providing outstanding results for our clients for over a decade.

Duties and responsibilities

• Perform Reception duties:
  • Greet visitors ensure sign-in offer beverage and seating
  • Answer phones and operate a phone system
  • Route calls; take and relay messages
  • Call employees upon receiving visitors
  • Coordinate and distribute mail in/out of office
  • Coordinate office activities
  • Send and receive email correspondences facsimiles
  • Answer queries about 8-koi
• Assist with Administrative requirements:
  • Gather personal and insurance information
  • Provide and accept employee applications
  • Maintain calendars and schedules ensuring schedules are maintained and forecasted; arrange appointments update calendars coordinate schedules
  • Maintain and track action items/taskings as assigned
  • Perform basic bookkeeping filing and clerical duties
  • Prepare travel vouchers
  • Data entry of timesheets travel and purchases
  • Prepare meeting agendas attend meetings record and transcribe minutes
  • Schedule conference rooms prepare and maintain cleanliness
  • Make hard copies of documents briefings and other materials as required
  • File documents both hard copy and electronically
  • Maintain office supplies
  • Perform hosting duties (make coffee set out food lunch orders et. al)
  • Run companys errand
• Assist with Information Systems hardware and software maintenance
  • Install updates for windows drivers for devices ensure antivirus and malware detection are not disabled and up to date
  • Assist visitors with connecting to the network and printers
  • Load/remove/update I-phone applications and settings
• Perform building maintenance upkeep
  • Ensure common areas are neat and tidy
  • Clean building floors as necessary by sweeping mopping scrubbing or vacuuming
  • Gather documents for shred and empty trash/shredder
  • Service clean and supply restrooms and break room (particularly before and after meetings)
  • Dust furniture and fixtures in common areas (particularly before and after meetings)
  • Coordinate and schedule maintenance when required
• Assist personnel as required to complete assigned effort and tasks

Qualifications

• Familiar with the Microsoft office suite and ability to create reports spreadsheets and presentations labels using these tools
• Ability to operate office machines such as photocopiers and scanners facsimile machines voice mail systems and personal computers
• Must have excellent communication phone etiquette customer service and people skills as well as be able to multitask and stay organized
• Ability to multi-task and work independently and have a sharp attention to detail
• Possess excellent penmanship

Working conditions