Office Administrator

Summary

 Under the direction of the Human Resources department, the Administrative Assistant performs Front Desk Receptionist, and Executive Assistant duties for Potawatomi Ventures. The role as a front desk receptionist is to greet visitors, answer the telephone, respond to both routine and emergency inquiries and perform a variety of administrative and office support. This position serves as the face of the company, offering friendly service to those entering the building or calling on the phone. The Front Desk Receptionist must have the ability to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. Ultimately, a Front Desk Receptionist’s duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards. 

Here's what you'll be doing:

 This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as deemed necessary.

• Manage and execute executive assistant duties and responsibilities.
• Greet clients, visitors, and guests; determine the purpose of each person’s visit and direct or escorts him or her to the appropriate location.
• Answer, screen, and direct phone calls to staff; takes messages and schedules appointments.
• Manage emails, letters, packages, phone calls and other forms of correspondence.
• Maintain the reception and break area, keeping it clean and free of clutter.
• Ordering, stocking, and restocking break area refreshments.
• Perform administrative and clerical tasks.
• Perform basic filing and recordkeeping.
• Format information for internal and external communication – memos, emails, presentations, reports.
• Maintain professional and technical knowledge by attending educational workshops.
• Periodically drop off urgent items at USPS, UPS, or FedEx locations.
• Perform other related duties as assigned.

Here's what you'll need to be successful:

 High School Diploma or GED required; Associate degree in business, communication or other related field is preferred.

 Skills and Experience

• Strong verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Basic understanding of administrative and clerical procedures and systems.
• Proficient with Microsoft Office Suite, Microsoft Excel, or related software.
• Familiarity with office management procedures and basic accounting principles.
• Knowledge of MS Office and office management software (ERP, etc..).
• Prioritizing, planning, and organizing.
• Problem assessment and problem solving.
• Information gathering and information monitoring.
• Attention to detail and accuracy.
• Telephone skills
• Customer service oriented.
• Teamwork.

 Physical Demands

 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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel with frequent hand and wrist movements; and talk or hear. The employee is frequently required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception ability to adjust focus and ability to read from a computer and electronic device screen.

 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.

The position is an office-based position.