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Front Desk/Admin


Receptionist/ Administrative Assistant
12+ Month Contract
Walnut Creek Ca

Job Description:

  • Prepare presentation material using MS PowerPoint, Excel, and Word.
  • Compose and review correspondence; provide administrative support including sorting mail, photocopying, filing, ordering supplies, making travel arrangements, finalizing expense reports, data entry, etc. Includes support of HR, Marketing, Business Development, and other departments as needed.
  • Provide stocking services including stocking in three kitchens (coffee, paper products), paper in all group printers, vending machines, first aid, desktop printer cartridges, mailing and courier supplies, and office supply cabinets; replenishes postage machine. Keeps office areas clean and orderly, including kitchens, printer areas, and office.
  • Post US mail and special delivery processing (Federal Express); sorts and distributes mail including special delivery items (Federal Express, DHL packages, etc.); prepares and sends inter-office courier packages as per schedule.
  • Order inventory & maintain, including office supplies, food service items, etc. from various vendors.
  • Update employee contact information (Business and Shipping Address) on Fed Ex Ship Manager and distribution lists. Distributes new employee items (desk pad, mug, shirt); maintains inventory of such products. Maintains Walnut Creek telephone list on a monthly basis.
  • Ensure all equipment, supplies, and mail services are available and operational. Provide basic maintenance and repair of office equipment including copier waste areas; calibrate color copier and postage machines.
  • Contact building management regarding any issues within the suite (heating, air, and lighting) and coordinate service calls for office equipment repair & replacement.
  • Utilize various pieces of office equipment to fold, stuff, post, and mail invoices and checks.
  • May be required to assemble office fixtures and move boxes and furniture as needed. This includes simple repair activities.
  • Special projects as needed, such as collating binders with tabs, preparing Spirit of Valent Recognition award packages, etc.
  • Continually search for the most cost efficient processes in order to streamline daily operations.
  • Ensure a professional and safe office environment.
  • Assist employees and customers in resolving general office and service issues.
  • Work with HR in data entry of Fleet Management information into ADP and Wheels
  • Maintain database for company assets in ADP
  • Review and evaluate vendors semi-annually, or as needed to check for competitive pricing and performance.
  • Process vendor invoices to ensure prompt payment for services or goods.
  • Maintain meeting and event catering Calendar, assist with meeting set-up including table and chair arrangement, adding flip charts and meeting supplies, helping IT with equipment set-up, etc.
  • Order food and arrange set up as requested.
  • Serves as company receptionist; advise and welcome visitors, respond to phone calls from vendors to log in packages or direct them to appropriate areas (i.e., from shredding co. plant care, delivery people, etc.).
  • Back up to General Services Rep to issue Card Keys and numeric codes; maintain Card Key and numeric log.
  • Provides tours of facility to new hires, or others as needed.

OpenFebruary 28, 2020

CloseJune 07, 2020

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