Overview
Administrative Assistant Jobs in Washington, DC at Futrend Technology, Inc.
Purpose of Position:
This position will perform front desk responsibilities, including receiving incoming visitors, answering telephone calls, greeting guest arriving at the support office, and coordinating the fingerprint and badging process. The admin assistant works directly with vendors, receives deliveries, orders office supplies, and maintains office supply inventory. Coordinates office facility maintenance and repairs in conjunction with the Operations Management and the Office Manager.
Key Responsibilities:
Represents the company in a professional and helpful manner and establishes a positive image as the first point of contact for guest.
Greets and answers incoming calls for all company phone lines with a cheerful and pleasant greeting.
Receives visitors at Support Office, determines nature of business and contacts appropriate employee or department.
Assures that visitors are properly signed in and comply with company policy and practices.
Receives parcel deliveries and mail ensures delivery to the appropriate personnel.
Maintains adequate supplies (i.e., break rooms, mail room, drinks, etc.), including office and/or mailing supplies, coffee, etc. as designated.
Places orders with various vendors to ensure supply levels are adequate at all times. Prepares a monthly report documenting all supply/inventory levels.
Maintains vendor files and correspondence on an as needed basis.
Place service calls to vendors and/or contractors regarding company equipment or other required maintenance; receives and routes service personnel to proper location in building. Manages a log of incoming calls the services that are completed.
Handles all outgoing and incoming mail.
Assists TA Specialist with job fairs/hiring events.
Primary point of contact for all airport fingerprinting appointments, new badge appointments, renewal appointments, upgrades/downgrades appointments, and training appointments.
Prepares paperwork required for all Aviation Security appointments, collects and copies all identification documents, and reviews security paperwork to ensure all forms are completed with no errors.
Assists employees with using the computer to ensure they have completed all documents required for them to start work.
Acts as the location’s CI App Ambassador and is responsible for updating and communicating information shared on the application.
Follows up on new candidates to provide them with the status of badging application and training.
Translates documents from English to Spanish, French, etc. and vice versa
Organizes and files papers for the managers.
Completes various administrative duties and other special projects on an as needed basis.
Assists with the coordination of meetings, employee engagement activities (i.e., birthday celebrations, seasonal holiday celebrations and company milestones).
Performs other duties as assigned.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/ Previous Experience:
High school diploma. Additional post-secondary education or training highly valued. Minimum of two years of work experience in administrative support.
Specific Skills Required:
Exceptional interpersonal skills; professional appearance; Basic skills in office automation software, including word processing, spreadsheets, email, etc. Additional computer skills in presentation or database software helpful. Well-developed writing and telephone skills.
Decision-Making Authority:
Position would normally be responsible for carrying out assigned responsibilities with only general supervision. Issues that may require interpretation of policy or might have significant impact would be referred to the department or functional executive. Position does not have any formal supervisory responsibility.
Language Skills:
Advanced written and verbal communication skills. Ability to read, analyzes, and interprets general business correspondence. Create correspondence and memos; ability to interpret documents. Ability to effectively communicate information individually and in group situations to customers, co-workers and staff. Must be approachable and effective with communicating with all levels in the organization.
Mathematical Skills:
Ability to add, subtracts, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
Reasoning Ability:
Ability to apply reasonable understanding in carrying out instructions in written, oral or diagram form. Ability to define problems collects data, establish facts, and draw valid conclusions. Data entry skills with accuracy. Exceptional project direction skills. Excellent organizational and record keeping skills. Attention to detail. Strong service orientation.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Travel
No Travel required
Behaviors
Required
Loyal: Shows firm and constant support to a cause
Team Player: Works well as a member of a group
Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
Innovative: Consistently introduces new ideas and demonstrates original thinking
Functional Expert: Considered a thought leader on a subject
Enthusiastic: Shows intense and eager enjoyment and interest
Dedicated: Devoted to a task or purpose with loyalty or integrity
Motivations
Required
Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization
Growth Opportunities: Inspired to perform well by the chance to take on more responsibility
Self-Starter: Inspired to perform without outside help
Goal Completion: Inspired to perform well by the completion of tasks
Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals
Title: Administrative Assistant
Company: Futrend Technology, Inc.
Location: Washington, DC
