The purpose of this position is to assist the RouteOne team with facilities and administrative support as well as support the CEO and other company executives as needed. Responsibilities include but are not limited to: Working closely with the CEO and managing the executives’ schedules, travel, and other related duties, acting as the first point of contact for employees and visitors, filing, maintenance coordination, day-to-day functions of the office, and other ad hoc projects related to Human Resources responsibilities. This position will be part-time, roughly 28 hours per week, Monday – Thursday from the hours of 9am - 4pm.
Job Responsibilities
- Greet visitors and direct them to the appropriate office/personnel.
- Order and support lunch requests on a weekly basis based on leadership requests for meetings, company events, etc. This may include lunch setup and cleanup as needed.
- Act as first point of contact with customers and vendors providing a strong customer service image for the company.
- Provide professional and administrative support in all areas for the executives, including scheduling meetings for CEO and other Executives Schedule travel (airfare, hotel, and car rental) for CEO and other officers.
- Review and approve all other non-executive travel to confirm that company guidelines are followed, as needed.
- Event registration for CEO and other officers.
- Assist HR department with recognition awards and employee gift ordering.
- Maintain confidential files in line with company policies and government regulations.
- Assist Accounting team with processing accounts payable checks, certified mailings, bank deposits and other related transactions.
- Conduct clerical duties, including filing, answering phone calls, preparing documents, etc.
- Responsible for badge management for new and existing employees.
- Maintain clean and safe atmosphere around offices.
- Communicate company-wide messages concerning office related announcements, events, and office etiquette.
- Work with Security team to audit and maintain RouteOne facilities and related policies and procedures.
- Respond to maintenance requests and serve as the point of contact for office inquiries.
- Order office and shipping supplies as needed.
- Collect, sort, and distribute mail.
- Assist with scheduling, booking, and planning company events and meetings
- Assist in preparation and onboarding of new hires, including equipment distribution, I-9 support, ,badge management, and conducting tours.
- Assist in ad-hoc projects as needed.
- Maintain safety, security, and privacy standards throughout all areas of responsibility.
Knowledge
- Basic knowledge of facilities maintenanceprinciples, procedures, and best practices.
- Experience in event planning a plus.
- Experience working with a diverse workforce a plus.
- Prior administrative experience in a corporate setting a plus.
Skills
- Proficient in Microsoft Office products, including but not limited to: Word, PowerPoint, Excel, Outlook, and Visio.
Abilities
- Ability to communicate information and ideas,both orally and in writing.
- Self-starter with excellent communication skills with an upbeat attitude.
- Ability to work in a team environment.
- Ability to exercise sound judgment and develop creative solutions.
- Organized and able to manage time/projects with a strong attention to detail.
- Ability to work with all levels of staff and management.
- Excellent writing skills.
Other Essential Requirements
- High school diploma or a Bachelor’s degree in business, administration, or a related field.
- 1-2 years’ experience in an office setting a plus.
- Exceptional time management. Able to prioritize tasks to optimize productivity.
