Front Office Receptionist (3 Months Temp-to-Hire)

Summary:

Under general supervision provide complex and specialized duties and administrative/secretarial support to the Human Resources department (Aveva/Apotex Corp). Will be responsible for being the first contact source of the company by greeting and directing all people who visit the organization, and by answering all incoming telephone calls.

Essential Job Functions: This is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and, may be required to perform additional, position-specific tasks.

• Carries out responsibilities in accordance with the organization’s policies, procedures, and state, federal and local laws.
• Answers telephone calls in a professional and timely manner; takes messages as needed and routes all incoming calls promptly
• Provides answers to general questions from public and/or customers.
• Professionally greets, signs in and directs visitors to appropriate person/department.
• Distributes and receives resumes from job applicants.
• Provides clerical, data entry, secretarial and administrative support to various departments as needed.
• Performs general filing functions.
• Monitors fax machine and distributes incoming faxes to appropriate person/department mailbox.
• Distributes company-wide announcements (page, email or written communication).
• Process and distribute incoming and outgoing mail, including FedEx, etc and maintaining a logbook of receipts.
• Maintains postage meter per USPS instructions; may be required to drop off outgoing mail at Post Office
• Process food orders for visitors; may be required to pick up
• Arrange for taxi pick up.
• Complies with all company policies and procedures including safety rules and regulations.
• Prepares memorandums outlining and explaining administrative procedures and policies.
• Arranges programs, events or conferences by arranging facilities, caterers, and coordination of speakers, and information, issues, invitations, and controls event budget.
• Takes minutes of HR meetings and distributes accordingly.
• Takes and transcribes dictation, composes and prepares confidential and sensitive correspondence, reports, and other complex documents.
• Creates, maintains, and updates database and spreadsheet files as needed
• Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested.
• Ensures project deadlines and performance standards are established and met.
• Fully understands organizational structure for site/region and how both staff and job changes occur.
• Performs related duties as assigned.

Required Knowledge and Skills:

Knowledge of:

• Experience using a busy switchboard
• Standard office practices and procedures.
• Pertinent Federal and State laws related to areas of assignment.
• Knowledge of computer software applications in area of assignment (SAP, Microsoft Office Suite of products such as Word, Excel, PowerPoint, Outlook, etc.)
• Business English usage, spelling, grammar, and punctuation.
• Current Company policies, practices, and procedures including safety rules and regulations.
• Mathematical and accounting computation and methods.

Skills In:

• Analyzing and troubleshooting confidential or sensitive problems, identifying solutions, recommending and implementing methods, procedures and/or techniques for resolution.
• Interpreting and closely following oral and written instructions and procedures.
• Working independently with little supervision and direction.
• Read, write and speak English.
• Operating basic office equipment and mail machines.
• Shipping regulations per USPS, UPS, FedEx, DHL, etc.
• Researching information and preparing reports.
• Communicating clearly and concisely, both orally and in writing.
• Managing multiple projects, duties, tasks and assignments.
• Responding to inquiries from management, team members, and regulatory agencies.
• Communicate clearly and concisely, both orally and in writing.
• Managing multiple projects, duties, and assignments.
• Establishing and maintaining cooperative working relationships with others.

Physical Requirements and Working Conditions:

Incumbent in this class are subject to extended periods of sitting, standing, and walking, vision to monitor, and moderate noise levels. Work is performed in an office environment.

Minimum Qualifications:

High school diploma or GED and one (2) years of administrative support experience; preferably in a pharmaceutical industry environment or Human Resources.

At Aveva, we are committed to fostering an inclusive, accessible work environment, where all employees feel valued, respected and supported. We offer competitive pay, exceptional career development, state-of-the-art facilities, and the opportunity to work with leaders in the field. But we also offer something more… the satisfaction that comes from knowing that the “product” we produce will improve the quality of human lives, and in some cases, save them. Our products, most importantly, are also accessible by people from all economic backgrounds. We’d love to hear how you could contribute to the team!

Job Type: Temporary

Salary: $15.00 to $17.00 /hour

Education:

• High school or equivalent (Required)