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Aston Carter Receptionist And Office Assistant in Seattle, Washington

Description:

The Role As a Receptionist and Facilities Services Assistant you will serve as a key resource for internal and external clients in a Willis Towers Watson office, and will perform a combination of the following tasks, based on specific location requirements: providing reception support; document printing and binding, and other print, post and purchasing support; pantry and print area stocking and maintenance; assisting in office workstation moves; ensuring conference/meeting rooms are set up, audio-visual equipment functioning and catering needs for meetings are met; collection and delivery of mail and newspaper, office supplies; responding to facilities-related issues (e.g. lighting, HVAC, furniture repairs, etc.); miscellaneous other duties. You are expected to work as a team player in achieving practice objectives and meeting defined service level targets. Performance Objectives: Reception Support: Perform all duties related to the reception including call and visitor handling. Meet, greet and announce visitors in a professional manner. Ensure visitors are identified in accordance with security procedures, and are given necessary safety information. Facilities Support: Monitor the local Facilities Services mailbox and respond promptly to inquires as directed by the Facilities Manager. Help to maintain the overall cleanliness and order/organization of the office space. Ensure office equipment is properly maintained. Work with building management, office management, Corporate Real Estate and outside vendors to arrange for repairs and maintenance relative to office furnishings, fixtures, equipment, space, and services. Support maintenance of local asset inventory listings. Support maintenance of up-to-date floor plans in Gensler Wisp. Assist with the coordination of workstation moves and other space adjustments to meet business needs. Support Corporate Real Estate activities as necessary. Print, Post and Purchasing Support: Manage post and courier services to ensure timely collection and delivery. Oversee stationery supplies and stock levels. Place orders for stationery and general office supplies, and maintain proper records. Assist with checking and coding of vendor invoices before passing to Finance for payment, as required, and monitoring of vendor performance, escalating questions/concerns to the Office Services Manager. Print, bind and produce client reports/proposals/other materials in a timely, accurate and professional manner. Cultivate a professional habit in understanding market development and pricing for different office supplies and equipment. Provide suggestions for upgrade, replacement, etc. Assist in price negotiation and vendor selection. Ensure goods and services provided by vendors are acceptable and satisfactory. Understand processes relating to other areas of Facilities Services and assist as required to ensure high levels of service are consistently achieved. Conference/Meeting Room Setup and Catering: Ensure conference rooms and meeting rooms are stocked with equipment and/or refreshments daily, as required. Organize catered meals and provision of special equipment, as required. Perform daily maintenance and inventory of basic meeting room equipment such as speaker phones, tables and chairs, projector screens, lighting and heating/air conditioning. Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms. Communicate and liaise regularly with associates booking conference rooms to verify requirements and expedite changes. Develop and maintain strong relationships with caterers and local vendors. New Hire and Other HR-Task-Related Support: Assist with the onboarding of new associates. Set up the desk/office, add the new hire to phone lists and floor plan, guide a tour of the new work area and office space, provide security access card to building and office space. Ensure correct federal and local government posters and binders are displayed Miscellaneous Support: Perform other Facilities Services duties as directed by the Facilities Manager.

Skills:

customer service, front desk, microsoft office, administrative support, outlook, administrative assistance, filing, photocopy, data entry

Top Skills Details:

customer service,front desk

Additional Skills & Qualifications:

The Requirements 2+ years experience in a professional office environment providing reception or front desk support, or similar experience Exceptional customer service skills Strong interpersonal skills, and the ability to deal professionally with clients, vendors and associates on the phone and in person Professional demeanor and appearance Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency Reliable and punctual Strong organizational skills, with demonstrated ability to multi-task and prioritize effectively A strong focus on detail and accuracy of work Strong time management skills Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate Basic knowledge of Microsoft Office suite and Outlook Knowledge of AV equipment and limited technology in a meeting environment Heaving lifting may be required May require additional time commitment outside of normal business hours High School diploma, certificate or official equivalent

Experience Level:

Entry Level

About Aston Carter:

At Aston Carter, we’re dedicated to expanding career opportunities for the skilled professionals who power our business. Our success is driven by the talented, motivated people who join our team across a range of positions – from recruiting, sales and delivery to corporate roles. As part of our team, employees have the opportunity for long-term career success, where hard work is rewarded and the potential for growth is limitless.

Established in 1997, Aston Carter is a leading staffing and consulting firm, providing high-caliber talent and premium services to more than 7,000 companies across North America. Spanning four continents and more than 200 offices, we extend our clients’ capabilities by seeking solvers and delivering solutions to address today’s workforce challenges. For organizations looking for innovative solutions shaped by critical-thinking professionals, visit AstonCarter.com. Aston Carter is a company within Allegis Group, a global leader in talent solutions.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call 888-237-6835 or email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options. However, if you have questions about this position, please contact the Recruiter located at the bottom of the job posting. The Recruiter is the sole point of contact for questions about this position.

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