Title: Administrative Assistant
Duration: 6 Months
Location: Dallas TX (5 days onsite)

Summary
Client is seeking an Administrative Assistant who will be responsible for providing superior customer service to internal and external customers and business partners. This role serves as a member of a centralized administrative team and reports directly to the Administrative Manager, collaborating closely with other administrative professionals to ensure seamless support across the organization.

Primary responsibilities of the role include:
 
Front Desk & Office Hospitality:

• Serve as the initial point of contact for employees and visitors, maintaining a professional and welcoming reception environment. Determine the nature of visitor’s business and announce as appropriate. This includes monitoring visitor access and chaperoning visitors as necessary.
• Maintain a hospitality focused presence, including:
    o Business casual/professional attire and demeanor
    o Proactive awareness of daily meetings, visitors, and office activity
    o Identifying opportunities to enhance the visitor and employee experience
• Answering incoming telephone calls; determining the purpose for the call and forwarding calls to the appropriate department or individual.
• Answering questions about the organization and providing callers with the office location, directions, and/or other information as needed.

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Office Management

• Oversight for all ordering, maintenance, and organization of various office supplies.
• Monitoring office coffee bars and kitchen for supplies, cleanliness, etc.
• Periodically clean, maintain refrigerator/freezers, microwaves, and dishwashers.
• Monitoring office for necessary maintenance items and track for resolution (lights, carpet, furniture, etc.)
• Submit building maintenance tickets and track for resolution.

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Administrative Support

• Completing the certified mail process and other activities related to mail management (receiving/tracking and sending courier packages, daily pick-up, and distribution of mail, sending miscellaneous correspondence, etc.)
• Open, identify, scan, and email all Insurance group mail for group processing.
• Secure incoming checks daily and distribute to treasury for processing.
• Processing accounts payable invoices.
• Composing and/or typing routine correspondence.
• Perform required training programs including but not limited to compliance, mandatory regulations, policies, and enterprise level topics.
• Provides backup administrative support to the broader administrative team as needed, including assistance with expense reports, travel booking, and other ad hoc administrative tasks.
• Requesting building and floor access for new and existing employees or submitting requests for PRU ID badges and visitor access, including Wi-Fi access.
• Completing miscellaneous special projects upon request.

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Meeting & Event Support

• Process conference/meeting room reservation requests.
• Management of conference rooms to include assisting with conference room configuration for various meetings, management of conference room reservations and ensuring video conference equipment is functioning properly.
• Assist administration/management with external visitors, meetings, catering setup/cleanup, etc.

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Qualifications

• A high degree of professionalism and strong work ethic coupled with a sense of responsibility and customer focus required.
• A minimum of 1-2 years practical business/administrative experience is strongly preferred.
• Excellent interpersonal skills, dependability, and the ability to communicate with all levels in the organization required.
• Solid organizational skills required.
• Strong initiative and good judgment a must.
• Attention to detail and prioritization skills needed.
• Ability to work independently but also partner as a team player.
• Willingness to take direction from various sources required.
• Ability to operate Microsoft Office applications (Word, Excel, and PowerPoint).

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 18.32/hr.