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GENERAL JOB DESCRIPTION
This individual reports to the Office Manager and is responsible for providing administrative support to staff and assuming reception and phone duties. These duties include but are not limited to: processing of office invoices, creation of purchase orders as needed, supply purchasing, assisting staff with routine office tasks, including typing, and filing.
DUTIES AND RESPONSIBILITIES
Administrative
Answers reception phone and directs the caller to appropriate associate
Process incoming mail
Organize any out-going packages
Maintain inventory of both office and kitchen supplies
Work closely with the marketing department to keep an up to date stock of all collateral to be used by sales staff
Process monthly expense report for office credit card
Complete PR for all purchases other than office supplies, catering order, etc., and process for approval
Maintenance of front desk guide and visitors guide for the Reston office
Office Maintenance
Maintain NDA (Non-Disclosure) and SOW (State of Work) files for documents signed by current and prospective clients
Maintain the expense report filing for all Americas (US & Brazil) employees
Assist in organizing of fire drills for Reston office
Assist in maintenance of Health and Safety initiatives in the Reston office as directed by the office manager
Human Resources
Ensure new joiners are catered for – desk set up etc.
Assist in the induction and exit process of contractor staff
Kitchen Set-up
General up-keep of kitchen facilities
Receiving Visitors/Contractors
Greet guests in a professional, friendly, hospitable manner
Meetings
Room booking & room setup for staff
Office Invoicing
Provide all invoices for review and approval by office manager
Process payment of invoices using Quicken and printing checks for signatures.
Checks will need to be sent out by mail once signed
Follow-up with service providers on any past due issues in order to coordinate final resolution
REQUIRED QUALIFICATIONS
Demonstrated written and oral communication skills
Demonstrated ability to work independently and as a team
Minimum two years clerical or administrative experience
Typing skills with at least 50 WPM
Proficiency with Microsoft Office software
Knowledge of general office machines and telephone system
Ability and willingness to work cooperatively with others
High degree of discretion dealing with confidential information
How to apply:- Please send your CV to:
jobs@openet.com
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