Receptionist / Administrative Assistant - Palm Beach Gardens, Florida
Receptionist / Administrative Assistant
Lighthouse Investment Partners, LLC Palm Beach Gardens, Florida
Responsibilities & Goals
• Provide primary reception and telephone coverage
• Provide administrative support to Human Resources department, Senior Managers and other corporate office departments as needed
• Coordinate the day-to-day front office administrative and facility related activities
• Liaise with the property manager’s office and coordinate facility related maintenance services
• Perform filing, printing and data entry
• Maintain the firm’s reception, kitchen, conference, supply, mailroom and printer areas
• Professionally greet and direct all visitors, including clients and vendors
• Ensure completion of all office logs including sign-in and security procedures
• Handle incoming calls in a professional and courteous manner
• Maintain all office equipment including coordinating maintenance service calls (i.e.; binding machine, postage meter, scanner, fax, copier, printers)
• Update and distribute company telephone directory
• Update and maintain various internal employee and vendor lists
• Assist with updating and maintaining office policy and procedure manuals
• Interact regularly with other departments to coordinate meetings and distribute company information
• Coordinate the ordering of company print materials including business cards and letterhead
• Sort and distribute incoming/outgoing mail including faxes and priority overnight mail
• Order office supplies and maintain office supply inventory
• Stock kitchen, supply room, printer locations and restrooms maintaining all in a neat and organized fashion
• Make coffee daily, in the mornings and for client meetings
• Assist various departments with faxing, scanning, filing and mail
• Coordinate catering needs for client and other office meetings. Order breakfast for the office.
• Coordinate transportation service and other travel related arrangements as needed
• Maintain office records and other documentation thoroughly and accurately, in accordance with company policies
• Provide administrative and coordination support for various business office projects
• Assist with month-end workflow, including typing, data entry and mail
• Other duties to be assigned by the Director of Human Resources
Education and Experience
• Bachelor’s degree preferred
• Minimum of 3-years recent experience in providing administrative support in a fast-paced office
• Proficient in Word, PowerPoint, and Outlook. Intermediate in Excel
• Highly motivated
• Demonstrated ability to coordinate multiple projects concurrently including providing necessary project status follow-up
• Strong work ethic and comfort level working in a high-volume environment
• Ability to work independently while fostering a collaborative environment and functioning in a team structure
• Excellent customer service skills and strong attention to detail
• Professional disciplined and organized work style
• Punctuality and reliability are essential; courteous and professional demeanor required
• Ability to work effectively with all levels of management within the company and promptly resolve issues or recommend improvements in a positive manner
• Palm Beach Gardens, FL based employment with office hours of Monday through Friday from 8:15 AM – 5:15 PM EST
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