Administrative Support

Padmore Global Connections LLC; Florida; On-site; USD 20,000 - 23,000; Full time

Job summary

HART is seeking a Front Desk Administrative Support professional to assist the executive offices at Ybor City. The role involves answering calls, greeting visitors, mail handling, and providing confidential administrative support to staff as needed.

The position requires strong organizational skills, basic office software proficiency, and a professional business attire sense. This assignment lasts approximately three months, with potential for additional support as needed.

Qualifications

• Front desk experience preferred
• Strong communication and organization skills
• Proficient in MS Office and basic office equipment

Responsibilities

• Serve as the initial front desk contact for the executive offices, directing calls and greeting visitors.
• Maintain sign-in/sign-out procedures and track visitor location.
• Handle incoming/outgoing mail and route to departments.
• Provide administrative support and prepare documents, notes, and reports of moderate complexity.
• Create forms and spreadsheets to support department functions and deadlines.
• Coordinate travel arrangements and assist with expense reports for the Finance Department.

Job description

Short Description:

FL-Tampa-HART-Administrative Support - filling in for someone on FMLA. Approximate length of assignment, 3 months

Complete Description:

FL-Tampa-Hillsborough Transit Authority-HART-Administrative Support - (approximately 3 months)

WORK ENVIRONMENT

cubicle, working to support the executive assistant team and the office with various matters.

PARKING: Parking garage available. Parking will be validated/covered

DRESS CODE: Business attire

CANDIDATE RESPONSIBILITIES:

Front Desk Support:

• Serves as initial point of contact for the Front Desk of the Executive Offices at HARTs Ybor City location, answering the central telephone system and directing calls accordingly.
• Greets and directs visitors to HART. Assists visitors, HART employees, and the public with general questions; responds to inquiries from associates, and visitors, and refers, when necessary, to the appropriate person, official, or department head.
• Maintains accurate and complete sign-in/sign-out procedures; ensures knowledge of visitor and associate location.
• Prepares and processes all incoming and outgoing mail. Receives and routes incoming/outgoing mail to the departments.
• Provides administrative support to department associates located at the Ybor City location facility when needed. Composes, types, and distributes meeting notes, correspondence, forms, and reports of moderate complexity and highly confidential nature.
• Creates and maintains forms and spreadsheets to support department functions and track activities and deadlines. Generates reports and gathers statistical data as requested.
• Maintains and controls the departments files, hard and electronic copies, and serves as file manager for the department.
• Identifies and resolves problems in accordance with established procedures and parameters with minimal supervision.
• Attends and assists staff at public outreaches, trainings, meetings, and interviews. Records notes or minutes of meetings and/or interviews.
• Schedules and confirms conferences, meetings, and appointments for the department.
• Schedules and coordinates business travel arrangements for the departmental staff members; reviews, assists and prepares travel expense reports and submits to the Finance Department for reimbursement.
• May complete and monitor purchase requisitions, correspondence and internal request forms.
• Provides ongoing assistance and training to the department staff involving the usage of various office machines, tools and equipment.