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HEICO · 1 day ago

Front Desk Administrative Assistant

Columbia, MD

Full-time

Onsite

New Grad, Entry Level

$20/hr - $20/hr

Transformational Security, LLC is seeking a highly motivated Front Desk Administrative Assistant to be the first point of contact for customers. This role involves providing strong administrative support, greeting visitors, managing phone calls, and ensuring the reception area is presentable.

AerospaceElectronicsManufacturing

No H1B

Security Clearance Required

Responsibilities

Greeting and receiving visitors at the front desk with a positive and helpful attitude

Answering, screening, and forwarding incoming phone calls

Taking detailed messages from customers and incoming callers

Receiving, sorting, and distributing daily mail

Ensuring reception and common areas are tidy and presentable

Providing basic and accurate information in-person and via phone/ email

Collect and record customer payment details securely

Maintain office security by following safety procedures and security protocols for a Cleared Facility by controlling access via the reception desk (monitoring visitor logbook, screening visitors, issuing visitor’s badges, etc.)

Ordering office supplies and keeping an inventory of stock

Preparing meeting and training rooms (includes scheduling on a working calendar, lunch coordination, and tidiness of the conference rooms)

Travel coordination for team members and post-travel expense reporting

Overseeing and maintaining company-wide calendars to ensure accurate scheduling and coordination of meetings/events

Performing clerical duties such a filing, archiving, photocopying, scanning, faxing, etc

Managing internal documentation to reflect the most up-to-date information

Reconciling expenses and credit card statements

Providing administrative support to the Leadership Team

Handle sensitive information in a confidential manner

Coordinate and support office social events and annual holiday activities

Perform various other administrative duties as requested

Assist with light housekeeping throughout the office

Qualification

Microsoft Office SuiteNetSuiteERP/CRM systemsAdministrative support experienceOrganizational skillsCustomer service attitudeMultitasking skillsProactive problem-solvingCommunication skillsAdaptability

Required

Prior experience in an administrative role is required

Candidate must have a clean criminal record and be willing to submit to a background check

AA Degree or higher

Preferred

Experience as an Administrative Assistant or as a receptionist with aspirations and skills to support senior leadership

Proficiency in Microsoft Office Suite

Experience in NetSuite or comparable ERP/CRM systems

Professional attitude and appearance

Solid written and verbal communication skills

Ability to be resourceful and proactive when issues arise

Excellent organizational skills

Multitasking and time-management skills, with the ability to prioritize tasks

Customer service attitude

Adapt to frequently changing priorities. Capacity to embrace change at a moment's notice, shifting priorities instantly. A 'no task is too big or too small' attitude

Ability to obtain a security clearance