Job Description
Description:
The primary purpose of this role is to support the general administration needs of the office, including receptionist duties. The Office Assistant will efficiently and effectively manage office functions including: scheduling use of office and meeting spaces, travel arrangements, shipping, purchasing, invoicing, other vendor correspondence, supporting the refurbishment/restructure of the office, and other duties during core business hours, 08:30-17:00, with flexibility to adjust as business needs change. • Greet visitors, offer them coffee/refreshments and direct them to the appropriate staff member • Receive, sort, and distribute incoming mail and send courier packages • Maintain calendar for all conference rooms and offices • Maintain presentable workspace to include the reception area, kitchen, conference rooms, visitor's office,, and supply/marketing closet • Monitor inventory of office supplies and replenish when necessary • Arrange transportation for staff, clients, and visitors to ensure efficient and cost effective travel to and from the office • Provide information including basic research on directions, restaurants, hotels, vendors etc. • Support local events coordination and arrange catering, when required Administrative (55%) • Input and process expense claims in the Expense Portal on behalf of VPs or other employees based in the Manassas, VA office • Create and manage initial submissions to Finance required for purchasing including vendor forms, Purchase Requisitions and Purchase Orders • Document and track status of all Purchases and manage the flow of Purchase orders through the O3b Purchasing system with the support of management and finance • Troubleshoot and resolve purchases that are stuck in the system with the support of management and finance • Create and edit emails, PowerPoint presentations, word documents and excel spreadsheets • Create documents, reports and correspondence related to office management and functions • Answer, screen, and transfer calls to the appropriate staff; take messages and answer all queries • Other ad-hoc administrative tasks and projects related to office functions, as assigned by the Line Manager
Skills:
receptionist, admin, excel
Top Skills Details:
receptionist executive assistant Excel
Additional Skills & Qualifications:
First Day: Basic Excel functions (adding, subtracting, etc) okay with having multiple tasks, whether they will be greeting people at the front desk, maintaining the break area, ordering supplies/food, or event coordinating, entering expenses, processing invoices, etc.
Experience Level:
Entry Level
About Aerotek:
We know that a company's success starts with its employees. We also know that an individual's success starts with the right career opportunity. As a Best of Staffing® Client and Talent leader, Aerotek's people-focused approach yields competitive advantage for our clients and rewarding careers for our contract employees. Since 1983, Aerotek has grown to become a leader in recruiting and staffing services. With more than 250 non-franchised offices, Aerotek's 8,000 internal employees serve more than 300,000 contract employees and 18,000 clients every year. Aerotek is an Allegis Group company, the global leader in talent solutions. Learn more at Aerotek.com.
The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
