Overview
Receptionist, Administrative/Clerical Jobs in Huntsville, Alabama, USA at Brasfield & Gorrie, LLC
Responsibilities
Answering the main Huntsville phone and directing phone calls
Greeting guests and offering beverages
Accepting packages and distributing appropriately. This may include driving packages to various jobsites in North Alabama when necessary
Checking and opening office mail, distributing appropriately, scanning invoices and sending to AP
Coordinate building access between building owner and employees and tracking employee key cards
Scheduling door opening (unlocking) and closing (locking) each morning and evening
Keep common areas of office tidy / neat
Tidy conference rooms before and after each meeting
Manage conference room calendars, anticipate needs for meetings, and pro-actively coordinate with meeting facilitator on meeting needs
Order meals – coordinate pick-up/delivery, and set-up for meetings
Arrange travel – booking rental cars and coordinating drop off/pick-up at rental car facility, booking flights and hotel rooms for both employees and visiting employees
Assist with IT needs including set up of AV for meetings, assisting new employees and co-ops/interns with new equipment and set-up
Order and coordinate installation of new IT equipment for existing and new employees
Establish relationship with cleaning company. Coordinate their visits and assure they have proper supplies, and that the checks are distributed from accounting as needed. Coordinate hiring process for new cleaning services as needed
Manage rent payments to landlord each month
On-boarding new employees
Order, maintain, and organize office supplies
Order, maintain, and organize office coffee, tea, waters, and snacks
Maintaining office plants including watering, trimming, and replacing
Manage copier repair / maintenance
Assist in event planning for office socials, client activities, community events, and holiday parties
Maintain list of active projects and associated job numbers
Establish relationship with building owner and coordinate office needs / report and resolve issues
Day to day administrative support for project management team(s), including sorting mail, creating and sending correspondence, coordinating catering and conference space, meeting invites, ordering business cards, etc.
Prepare expense reports and book travel using Concur Travel and Expense for project team(s)
Assist with obtaining building permits through local municipalities (Huntsville, Athens, etc.)
Maintain all electronic project files
Act as a liaison between the Huntsville office and other corporate departments (JSA’s, accounting, document coordinators, etc.) and offices
Review and code overhead, material and miscellaneous invoices for both the office and projects
Research status of office / overhead invoices in JD Edwards (E1)
Verify that all electronic project files are complete and ready for storage
Enter employee time in JD Edwards system
Track Subcontractor Business licenses with City of Huntsville and other municipalities as needed
Coordination / installation of seasonal décor at office and community events. Ensuring proper storage when not in use
Education
– Skills – Knowledge – Qualifications & Experience
Positive attitude
Strong verbal and written communication skills
Excellent customer service skills
Ability to maintain a high level of confidentiality
Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and Power Point
Aptitude to learn new computer applications and software
Proven self-starter
Detailed oriented with the ability to recognize discrepancies
Ability to work in a team environment as well as independently
Must thrive in a fast-paced work environment
Ability to successfully prioritize multiple tasks with competing deadlines
Obtain notary certification in applicable county
Current Drivers License
Bachelor’s degree preferred
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Title: Receptionist, Administrative/Clerical
Company: Brasfield & Gorrie, LLC
Location: Huntsville, Alabama, USA
Category: Administrative/Clerical (Office Administrator/ Coordinator, Executive Admin/ Personal Assistant, Administrative Management, Admin Assistant)
