Front DeskAdministrative Assistant

Dominion Residence Of Maryland Inc; Lanham (MD); On-site; USD 30,000 - 40,000; Full time

Benefits offered by this job

Paid Sick Leave

Health insurance

Job summary

A residential care facility in Lanham, Maryland, is seeking a Front Desk Receptionist/Administrative Assistant. You'll be the first point of contact for visitors, manage phone communications, handle administrative duties, and support the Executive Director. The ideal candidate has admin experience, understands office management systems, and possesses strong organizational skills. This role offers various benefits including paid sick leave and health insurance.

Qualifications

• Proven admin or assistant experience.
• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task.

Responsibilities

• Greet and direct visitors appropriately.
• Answer main phone promptly, taking messages.
• Maintain security and telecommunications system.
• Organize meetings and appointments for the Executive Director.

Skills

Admin or assistant experience

Knowledge of office management systems

Time management skills

Attention to detail

Excellent written communication skills

Strong organizational skills

Proficient in MS Office

Education

High school diploma or equivalent

College degree preferred

Job description

Overview

Benefits:

• Paid Sick Leave
• Health insurance

Front Desk Receptionist/Administrative Assistant Job Description

Responsibilities

• Serves visitors by greeting, welcoming, and directing them appropriately.
• Answers main phone promptly and in a professional manner, taking messages and passing them to the appropriate person.
• Notifies company personnel of visitor arrival.
• Maintains security and telecommunications system.
• Informs visitors by answering or referring inquiries.
• Directs visitors by maintaining employee and department directories.
• Maintains security by following procedures, monitoring logbook, and following COVID-19 office protocols.
• Operates telecommunication system by following manufacturer’s instructions for main phone and console operation.
• Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
• Organizes and schedules meetings and appointments for the Executive Director.
• Maintains applicant log from application to start date by collecting certifications, background check forms/money order, personal contact information, start date, etc., and entering this information in an Excel spreadsheet and emailing to HR Consultant on a weekly basis.
• Checks references for potential new hires.
• Distributes and collects medical insurance enrollment forms to eligible employees and works with HR Consultant to enroll the employee.
• Distributes new hire paperwork and collects documents from employees including I-9 documents and keeps track of expiration dates. Filing completed I-9 form in the I-9 binder.
• Produces and distributes correspondence memos, letters, faxes and forms for Executive Director’s review and/or signature.
• Assists in the preparation of regularly scheduled reports.
• Develops and maintains a computer and filing system for employee files, etc.
• Orders and picks up food/food supplies for staff meetings, etc.
• Researches and creates presentations for the Executive Director and others as needed.
• Handles multiple projects given by the Executive Director.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies; placing and expediting orders for supplies, etc., and verifying receipt of supplies.
• Contributes to team effort by completing tasks such as putting together binders.
• Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
• Handles sensitive information in a confidential manner.
• Develops and updates administrative systems to make them more efficient.
• Resolves administrative problems in a timely manner.
• Receives, sorts and distributes the mail on a daily basis.
• Collects timesheets from employees and provides to the Program Manager.
• Photocopies and prints documents on behalf of other colleagues once Executive Director gives approval.
• Performs other duties as needed and directed by the Executive Director.

Requirements

• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• At least 1-2 years of experience in the field or in a related area
• High school diploma or equivalent; college degree preferred