NANA Administrative Office Assistant- On Call- Shareholder Records (Onsite)
NANAJob Description This position operates under an exemplary level of customer service, has the responsibility to answer incoming calls, greet visitors to the building and direct them to the appropriate party while following security protocols. This position performs administrative tasks and must maintain the highest level of confidentiality regarding all organizational information. This role supports all departments and provides specific support to those departments experiencing high volume of traffic assisting shareholders. This person also interacts with all NANA companies, shareholders, employees, and clients on a daily basis. This is an on-call position. The individual in this role will be contacted to provide coverage for unplanned absences (such as callouts or sick days), pre-scheduled vacations, and any other times when extra support is needed. Responsibilities Customer Service/Receptionist Duties Reports to work as scheduled and is punctual and reliable. Answers phone and directs calls or transmits messages as required. Assists callers in contacting the proper person or area of inquiry, this involves appropriately screening the visitor and detailed notification to the correct department of the visitors’ information and reason for the visit. Greets visitors to the office and follows established security protocol. Assists shareholders, visitors, applicants, new hires, employees and the public in making contact with the proper person or area within the building or companywide. This involves appropriate screening of the visitor and detailed notification to the correct department of the visitor’s information and the reason for the visit. Notifies supervisor and VP/COO of all process servings. Sort and process incoming and outgoing mail, including preparing items for shipment. Manages conference room schedule and assists employees in locating conference rooms within NANA. Facilitates the approval of meeting room requests for outside entries. Reviews building protocols including reviewing evacuation procedures with the host. Operates and maintains a variety of general office machines or equipment such as copiers, fax machines, etc. Maintains the cleanliness of conference rooms, mail room, coffee area or kitchen and shared work areas. Follows up on facility maintenance and support issues. Security & Safety Works with others on following safety rules Works with the Director of Safety and Facilities to address safety issues, conduct fire drills and following evacuation procedures. Familiar with building layout and security protocols. Instructs visitors to sign-in/sign-out the log as appropriate. Ensures only authorized individuals gain entrance to internal offices. Participate in the building evacuation process, including maintaining check off lists and muster locations. In coordination with your supervisor and the Director of Safety and Facilities, monitors door, security alarms, emergency exits, emergency calls including ensuring properly locking or unlocking the entrance during work hours. Administrative support duties Performs general office duties including general written or electronic correspondence. Maintains office assignment listing and provides updates to the Director of Facilities & Safety and others as needed. Manages storage archives for retention, protection, retrieval, transfer, and disposal of records. Provides notary services as needed. Executive office support Creates binders and packets for meetings. Works with the senior executive assistant to maintain the cleanliness of the President and VP/COO office, including stocking office with office and meeting supplies. Coordination of procurement & logistics Manages incoming requests for purchases. Uses internet resources to manage purchasing and shipping costs. Cross-trains others on utilizing existing resources. Purchases basic office supplies for the office, then processes invoices by coding and obtaining approval for purchases. Manages the pickup and …