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Location

Princeton, NJ | United States

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Job description

Position Summary:

• The Receptionist and Administrative Assistant will be the first point of contact for the company and will assist the Facilities department with various administrative duties. This role will require a professional appearance and manner. The Receptionist and Administrative Assistant will perform office duties including greeting guests with a positive and helpful attitude, maintaining security procedures, answering and routing phone calls, and other administrative duties as assigned.

Performance Objectives:
Receptionist:

• Greet and check-in guests,
• Answer, screen, and rout telephone calls to appropriate departments or employees
• Manage regulatory guests for FDA visits according to SOP guidelines
• Manage Medical Information hotline according to protocol
• Maintain security by following procedures for visitors and entry to locked suite doors
• General assistance to group meetings held in first-floor conference rooms
• Reconcile courier invoices
• Enter service requests for building issues and access cards
• Maintain the Warden file to include all employees based in Princeton for bi-annual BXP campus fire drills
• Place coffee and beverage orders
• Stock reception kitchen and refrigerator for guest use
• Receive deliveries and sort mail
• Monitor and replenish safety cabinets

Administrative:

• Manage physical asset inventory reports bi-annually, asset destruction, and company audit readiness
• Request new vendors through Procurement
• Create contracts via CSMS and assign BPO numbers for IT
• Assign mobile phone numbers to the Telecommunication website for new employees
• Request business card proof for new employees and route to the employee and manager
• Support new employee preparation and walk through tour orientation
• Order, activate, and ship corporate credit cards
• Update the Everbridge Instant Alert System with changes, additions, or deletions
• Update the Excel floor plan file for office space availability
• Order printers and coordinate shipping
• Maintain office and master keys securely
• Support IT with courier labels

Education/Certification Requirements:

• High school diploma required.

Knowledge, Skills, and Abilities:

• Two to four years' experience in managing comparable duties
• Requires the ability to proactively multi-task a variety of projects and activities effectively and efficiently under stringent timelines
• Customer/client Focused
• Communication proficiency
• Problem solving and analysis
• Project management skills
• Ability to effectively present information in one-on-one and small group situations to internal and external clients
• Must have comprehensive skills in all Microsoft Office applications

The incumbent in this position may be required to perform other duties, as assigned.

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Job tags

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Salary