Job Information
American Job Center Administrative Assistant (Admin Assistant) in FREDERICK, Maryland
Summary:
Support FITCI Management with general office support and facility needs as required. Effectively and efficiently support client needs of the facility on a day-to-day basis. Ensure FITCI tenants and clients can utilize all FITCI resources adequately and conveniently.
Essential Duties and Responsibilities - FITCI Tenants/Clients:
Provide administrative support services to tenants including telephone setup and maintenance, telephone answering services, and general administrative support.
Greet all tenants and guests pleasantly and courteously.
Assist tenants and guests with Internet access and troubleshoot any connectivity issues.
Maintain copier/scanner/fax and assist with tenant copier/scanner requests as necessary.
Maintain conference room schedule and other common shared services provided to clients.
Sort and distribute all tenant mail and packages.
Maintain master key list and handle all tenant requests for facility keys, including key retrieval upon tenant departure.
Ensure that FITCI-provided office furniture is clean, and office or lab space is presentable, in advance of new tenants moving in.
Obtain lab decontamination services upon tenant departure.
Ensure that conference rooms, reception area, kitchen areas, and common lab remain tidy.
Provide walk-in guests with FITCI marketing information as requested.
Assist CEO and Team with all activates to ensure office work load is balanced and the office runs smoothly.
Essential Duties and Responsibilities - FITCI Management :
Open and close the office daily.
Provide administrative support services to FITCI management with such services as telephone setup and maintenance, telephone answering services, and general administrative support.
Responsible for preparing FITCI newsletters.
Maintain/order all supplies needed for the office equipment, kitchen, and common areas.
Maintain Preferred Provider database, check provider references, and create provider letters.
Maintain all filing.
Maintain vendor service contracts, make service/repair calls for equipment, and communicate repair issues to management.
Assist with regular updates and maintenance of tenant information (employee names, addresses, telephone numbers, etc.) and assist with tenant contracts/leases as requested (preparing lease notification letters, Exhibits, etc.).
Issue periodic communications to clients, prospects, vendors and contributors as necessary.
Support FITCI Management in all daily administrative and office/facility related duties.
Other duties as assigned.
Qualifications:
This position requires a people-orientated individual with excellent people skills and the ability to perform multiple tasks and meet competing deadlines. The successful candidate must be flexible, efficient, and willing to learn new things. A strong knowledge of Microsoft Office is expected. Must possess strong organizational and communication skills and have a pleasant demeanor. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Licensing/Certifications:
None
Education/Experience:
Bachelor's Degree preferred.
One to three years relevant professional experience preferred.
Language Skills:
Ability to follow written and verbal instructions.
Ability to read and write in English.
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