Administrative Associate Jacksonville, FL

ATTENTION MILITARY AFFILIATED JOB SEEKERS- Our organization works with partner companies to source qualified talent for their open roles. The following position is available toVeterans Transitioning Military National Guard and Reserve Members Military Spouses Wounded Warriors and their Caregivers. If you have the required skill set education requirements and experience please click the submit button and follow the next steps. Unless specifically stated otherwise this role is On-Site at the location detailed in the job post.

Overview

In this role you will be responsible for front desk reception conference services mail room and other administrative duties as assigned by the Supervisor of Administrative Services. You will provide team-oriented assistance and backup support to other personnel in the department as assigned.



Job Responsibilities:

Conference Services
Receives and reviews conference room reservation requests; schedules meetings in-services and conferences and confirms conference room schedule and services with clients
Assures proper furniture arrangement; contacts other departments and service providers to obtain audio video sound and lighting equipment food and beverage services and ensures equipment and services are provided as requested and resolves any related problems
Setup clean up and stock conference rooms for meetings
Maintain an accurate inventory of soft drinks coffee water paper plastic and other products needed for conference services
Codes and verifies incoming invoices for Issues timely invoices for services and supplies as needed
Maintains a current conference services calendar for upcoming meetings/conferences
Front Reception Desk
Welcome all visitors clients vendors applicants and new team members cordially and professionally. Obtain information when appropriate and inform the proper individuals by announcing them accurately in a professional and friendly manner
Monitor visitor access by following the current protocol of having them sign in and maintain security awareness in general
Operate a multiple-line switchboard. Answer screen and transfer any incoming phone calls to the appropriate person while providing basic information when Operating the paging system when applicable
Maintain conference room calendars for scheduled meetings with accuracy and follow up for usage of the room before the meeting
Maintain a neat clean and professional reception desk and area
Employee activities include but are not limited to assisting with corporate events
Mailroom
Provides internal and external mail services for assigned Receives sorts delivers picks up and processes courier items interoffice mail magazines and all classes of United States Postal Services (USPS) FedEx UPS etc. mail
Maintain postage postage equipment and mailing supplies and organized mail department
Research and routes unidentified and generic mail
Runs miscellaneous errands per supervisors request
Delivers copy paper to designated areas two times a week or as requested
Assist with facility requests when needed