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Receptionist and Administrative Support

Job Summary

Be the face of Blue Onyx Companies by presenting a calm, professional, friendly attitude and demeanor to callers and visitors. Provide support for office operations including mail and packages, general assistance to staff members and housekeeping. This role is also responsible for overseeing and managing executive schedules and providing general admin support.

Essential Functions

Friendly and Helpful Customer Service

  • Front desk reception

  • Meeting and greeting guests

  • Acting as the face of the company by presenting a professional, friendly attitude and demeanor

  • Answering multi-line telephone, screening, directing phone calls, and taking messages as needed

  • Answering customer inquiries

Overall Executive Support

  • Proactive management – scheduling, rescheduling, and meeting preparation to include:

    • Checking in 15 minutes prior to meeting start time

    • Making sure there are no scheduling conflicts

    • Having any materials needed prepared by the meeting start time

    • Provide the executive timely reminders of upcoming meetings to ensure they stay on time

    • Handle scheduling conflicts by assessing importance and priority

    • Meet with executive after meetings to discuss action items and develop a plan for execution

    • Screening phone calls and taking messages for executives o Special projects and other duties as assigned

    • Transcribing handwritten edits to a digital file

    • Generate basic PowerPoint slides

Providing Support for Office Operations and General Housekeeping

  • Processing incoming communications (e.g., e-mails, letters, voice messages, etc.), follow-up on outstanding responses as directed; prepare outgoing communications, as necessary.

  • Distributing mail and packages to the appropriate personnel

  • Performing general clerical and hospitality duties and errands in support of the daily operations of the office. e.g., filing, photocopying,

  • Preparing FedEx, UPS, USPS, overnight packages, and certified mail.

  • Assist with office events as needed – e.g. Birthday’s, Company lunches

  • Partnering with Office Manager to monitor and maintain office supplies and inventory

  • Notify Office Manager if inventory is low

  • Help keep office organized, tidy and maintain office appearance

  • Opening and closing the office (open blinds, take phone on/off night mode, collect and dispose of garbage at the end of the day) o Ad hoc projects, as needed

 

Education and Experience

  • High School Diploma/GED required
  • Bachelor’s Degree preferred
  • Minimum of 8 years C suite/VP support strongly preferred
  • Minimum of 5 years administrative support required

Knowledge, Skills & Abilities

  • Bilingual (English and Spanish) preferred
  • Represent the company positively and effectively
  • Patience, empathy and listening skills
  • Interpersonal skills and positive attitude to create a pleasant experience for all customers, tenants, and other employees
  • Excellent verbal and written communication skills
  • Organized
  • Time management skills and ability to prioritize
  • Personable and attentive
  • Outstanding customer service skills
  • Acute attention to detail
  • Critical thinking and complex problem solving
  • Self-directed, takes initiative to establish and/or modify processes when needed
  • Excellent follow through skills
  • Computer literate including the use of Outlook 365 and the Microsoft Office Suite.

Blue Onyx is committed to a policy of Equal Employment Opportunity with respect to all employees, interns, and applicants for employment. Consistent with this commitment, our policy is to comply with all applicable federal, state, and local laws concerning employment discrimination. Accordingly, the Company prohibits discrimination against qualified employees, interns and applicants in all aspects of employment including, but not limited to: recruitment, interviewing, hiring (or failure or refusal to hire), evaluation, compensation, promotion, job assignment, transfer, demotion, training, leaves of absence, layoff, benefits, use of facilities, working conditions, termination and employer-sponsored activities and programs, including wellness, social and recreational programs. Employment decisions will be made without regard to an applicant’s, employee’s, or intern’s actual or perceived: race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability, genetic information, or any other status protected by law.

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