Overview
Administrative Assistant/ Account Coordinator Jobs in Hanover, MD at AssuredPartners
SUMMARY: The Office Receptionist is responsible for overall front office activities, including the reception area, mail, large purchasing requests and facilities. Also responsible for managing and coordinating office services and related activities.
ESSENTIAL FUNCTIONS, DUTIES, & RESPONSIBILITES: The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.
Mandated work hours: 7:30am – 4:30pm, unless specified otherwise.
Maintains high standards of confidentiality of all employee records and information.
Coordinates recruitment efforts with HR Manager: job postings, interview scheduling, etc.
Answers central, multi-line telephone system and directs calls accordingly.
Order breakroom, office & facilities supplies and monitor inventory.
Keep items stocked in break and conference rooms.
Order Meals for employees per management request
Assist with monthly, quarterly, semiannually event planning such as ordering meals, gift cards, preparing the breakroom and other duties as needed and assigned by Human Resources
Scan and deposit checks arriving via mail
Stuff, stamp & mail Accounts Payable checks
Stuff envelopes, stamp and mail invoices
Keep track of postage in meter machine and inform A/P when to refill
Welcomes visitors by greeting them, in person or on the telephone, answering or referring inquiries.
Sign for, distribute, and schedule pick-ups for FedEx packages, distribute incoming mail, and be able to prepare large mailings. May be required to prepare other outgoing mail.
Managing and scheduling handyman and pest control visits coordinating with Facility Manager
Order breakroom, office & facilities supplies and monitor inventory.
Assist leadership with administrative functions as directed:
Book travel arrangements
Schedule & organize meetings, arrange working lunches/dinners
Print, copy, and mail documents
Responsible for special events, vendors, guest meals, visitors, outside providers, and inquiries
Assist executives and HR with additional administrative functions as directed.
OTHER DUTIES AND RESPONSIBILITIES:
As directed by management, perform general duties to include but not limited to: photocopying, scanning documents, mailing, filing and scheduling appointments.
Responsible for special events, annual global traveling and meetings, vendors, guest meals, visitors, outside providers, and inquiries
Other duties as assigned
SUPERVISORY RESPONSIBILITIES:
N/A
POSITION TYPE/REQUIRED HOURS OF WORK:
This is a full-time position. 40 hours per week. No travel is required for this position. This position requires the employee to work on-site at the facility they are assigned to.
QUALIFICATIONS:
Required: (Indicate education/experience requirements that are job-related & consistent with business needs.)
High school diploma or GED equivalent with a minimum of two years of related experience.
Polished and professional appearance required.
Must be punctual and reliable.
Ability to write routine reports and correspondence.
Proficient in Excel and Outlook.
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
A plus if candidate has reliable and independent source of transportation to be able to run local errands upon request.
Preferred: (Preferred attributes for the position which are not absolutely required in the minimum qualifications)
Prior phone operator experience a plus
Prior Customer Service experience a plus
COMPETENCIES:
Dependability
Initiative
Interpersonal Skills
Job Knowledge
Quality
Teamwork
Oral Communication
Written Communication
Attendance/Punctuality
PHYSICAL: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Standing and walking; Sitting; Talking or hearing
Sitting at a desk, computer and phone related tasks.
Lifting up to 15 pounds for mail sorting & delivery purposes
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.
Work is performed in an office environment with light to moderate noise levels. Can be a fast-paced environment and ability to work under timelines is key.
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Title: Administrative Assistant/ Account Coordinator
Company: AssuredPartners
Location: Hanover, MD
