Job Description

Summit Executive Suites Part Time Administrative Assistant

Provides administrative and customer relations services to ensure the smooth operation of the Summit Executive Suites on a daily basis.

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.

Responsibilities

• Answer telephones, screen and direct calls
• Take and relay messages in a timely manner.
• Welcome clients, vendors and guests in a professional manner
• Positive and prompt response to tenant issues and requests
• Responsible for sorting and distributing all mail and packages received
• Schedule and maintain calendar for conference room, board room and day office usage
• Properly open and close office each day according to operating procedure
• Compose and distribute routine correspondence
• Track services for tenant billing, for example, conference room usage, postage, photocopies
• Responsible for the tenant billing cycle, for example, invoicing, deposits, collections, etc.
• Provide meeting room set up, as required by tenants
• Maintain equipment and understand equipment operating procedures
• Maintain office/kitchen supplies inventory
• Additional duties as required

Qualifications

• Two years related experience or equivalent
• High school diploma
• Good written and verbal communication skills with attention to detail
• Strong interpersonal skills with the ability to deal effectively with a diversity of people at all organizational levels and maintain confidentiality
• Customer service oriented with ability to provide instructions and information.
• Knowledge of administrative and clerical procedures
• Proficient using Microsoft Office programs Word, Excel, Outlook, etc
• Good time management skills to complete tasks in a timely manner
• Ability to manage priorities and workflow
• Willingness to work within constantly changing priorities with enthusiasm
• Good judgment with the ability to make timely and sound decisions
• Must be punctual and reliable.
• Must be willing to work with technical vendors and take responsibility for systems.
• Must be flexible for this job sharing position; be able to cover when the other person is off.

Physical Requirements:

While performing the duties of this job, the employee may be required to do the following: Lift and carry up to 20 pounds.

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