The Administrative Coordinator is primarily responsible for supporting an assigned manager (typically a Director or above) with administrative tasks and performing the front desk activities. They will also provide back-up support for the Executive Assistant at the site.
Essential Functions
The Administrative Coordinator will prioritize workload and deliver specific clerical/administrative activities and services under the guidance of the assigned manager.
Calendar management and coordination of meetings
Coordinate domestic as well as international travel arrangements for the department
Process Invoices and prepare expense reports
Assist with ad hoc projects under general guidance from the manager
Provide support to other members of the department as needed
Interact with staff at all levels in a fast-paced environment
While being assigned to work at the front desk (typically 6:30 AM to 10:30 AM),
Receives and greets visitors. Directs them to the appropriate place or employee and answers general questions.
Issues control badges as required, records visitors' arrivals and departures.
Ensure the vendors complete the safety and GMP training when needed and maintain the records.
Answer incoming calls and route accordingly. Maintain updated phone list with changes.
Ensure that the reception area is neat; call for taxi service if necessary; other miscellaneous items as assigned.
Requirements
3 to 5 years of experience of administrative skills
Proficiency in MS Office Suite (PowerPoint, Word, Excel) Outlook
Must be a self-starter with the ability to multi-task
Flexibility to accommodate rapidly changing priorities and deadlines.
High level of accuracy and attention to detail
Strong verbal and written communication skills
Strong customer service skills
The ideal typical work hours will be from 6:30 AM to 3:30 PM
In addition to basic admin tasks, the position also requires some receptionist/front desk work and must start at 6:30 AM
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