RECEPTIONIST/ADMIN ASSISTANT

The Administrative Assistant serves as a key operational support role, managing a diverse range of administrative, reception, and logistical tasks. This position requires a highly organized, professional individual capable of handling confidential information, and managing various tasks. The ideal candidate is proactive, tech-savvy, and possesses strong problem-solving skills to support executive leadership and various departments across the organization.

Duties and Responsibilities

Reception Management: Act as the primary face of the company, welcoming interview candidates and guests, and managing the front desk schedule. Ensure security protocols are followed regarding visitor logs and employee escorts for guests/former employees.
Travel Coordination: Manage comprehensive travel arrangements (flights, hotels, and rentals) for agents, managers, and executives. Maintain preferred vendor relationships, utilize corporate accounts (e.g., Avis, Hampton Inn), and manage credit card
authorization processes. Track high frequency travel locations and negotiate rates with local hotels.
Logistical Support: Coordinate logistics for company events (e.g., Recovery Master), including managing itineraries, hotel blocks, lunches, and communication with insurers and participants.
Financial & Expense Management:

• Monitor and track branch expenses; manage company AMEX reports with high precision and timeliness.
• Create and maintain expense tracking forms to assist branch managers.
• Proactively research cost-saving opportunities and manage vendor pricing.

Supply & Inventory Oversight: Manage corporate office inventory and supply requests, utilizing established tracking systems and ordering forms.
FedEx Account: Manage our FedEx account, maintain a good working relationship with our rep, handle issues (pricing, etc.)
Operational Support: Assist with administrative projects (e.g., inventory tracking), ensuring accuracy and consistency.
Process Improvement: Maintain and update internal documentation, including guides, FAQs, and contact lists to improve team efficiency.

Exceptional Organizational Skills: Ability to juggle multiple, high-priority tasks
simultaneously without the need for follow-up.
Proactive Problem Solving: A self-starter who identifies issues (e.g., price increases,
process gaps) and suggests solutions independently.
Proficiency with Technology: Strong aptitude for G-Suite (Docs, Sheets, Slides, Chat)
and internal project management tools.
Communication & Professionalism: Excellent interpersonal skills with the ability to
represent the company professionally to clients, guests, and internal leadership.
Discretion: Ability to handle sensitive financial, HR, and security information with total
confidentiality.