AEgis Technologies

  • Administrative Assistant/Receptionist

    Job Locations US-FL-Orlando
    ID
    2018-1676
    # of Openings
    1
    Category
    Administrative/Clerical
  • Overview

    What do you get when you bring together the brightest minds and place them into an exciting, fast-paced environment that fosters intellectual growth and rewards based on impact, not tenure?

     

    You get one of the best privately held small business headquartered in Huntsville, Alabama, that provides advanced technology and expert consulting services to industries throughout the world. AEgis specializes in modeling & simulation (M&S) and micro/nanoscale technology development. Our core competencies  include simulation software and training simulators; geospatial databases; 3D models; war fighter exercise support; systems engineering and analysis; verification, validation, and accreditation (VV&A); test and evaluation support; Hardware-in-the-Loop (HWIL) and Man-in-the-Loop (MIL) simulation. AEgis' Nanogenesis Division excels in advancing cutting edge micro and nanoscale technologies from concept to deployment with applications ranging from defense to energy to biotechnology.

     

    Responsibilities

    Aegis Technologies Group is seeking a Receptionist to manage our front desk and to perform a variety of administrative and clerical tasks in our Orlando office.

    As a Receptionist, you will be the first point of contact for our company. To be successful as a Receptionist, you should have a pleasant personality, as this is also a customer service role. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is a plus.

    Our Receptionist’s duties include offering administrative support for the AEgis Orlando office. You will welcome guests and greet people who visit our office. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

    Additional responsibilities include, but are not limited to:

    • Greet and welcome guests as soon as they arrive at the office
    • Maintain office security by following safety procedures and controlling access via the reception desk
    • Sign guests into the iPad or the visitor log and issue badges.
    • Answer, screen and forward incoming phone calls
    • Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
    • Provide basic and accurate information in-person and via phone/email
    • Order office supplies and keep inventory of stock 

      o   Sam’s club (snacks/drinks, kitchen items etc.)

      o   Office Depot (printer paper, pens, etc.)

      o   Printer supplies from Zeno

    • Arrange travel and accommodations, and prepare vouchers for Orlando office management

    • Keep updated records of office expenses and costs and assist other employees and managers with filling out AEgis required forms

    • Plan meals for office events (communication Lunches, Friday Breakfast, lunch meetings, etc.)

    • Set up and clean up after lunches / meetings

    • Coordinate recognition of important employee life events

    • Purchase cards or flowers for babies, deaths, weddings, hospitalizations, etc.

    • Submit office/building maintenance requests to property management.

    Ultimately, a Receptionist’s duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards.

     

    New Hire Success Factors ::

    • 30 days Meet and build relationships with management and fellow employees and establish effective lines of communication with them. Learn the processes that are currently being followed in the office. 
    • 60 days Continue to follow current processes and look for ways to improve them. Prioritize administrative tasks by importance and ensure deadlines are being met.
    • 90 days Be self-sufficient: Take the lead on maintaining records of office expenses and costs, assisting other employees and managers with filling out AEgis required forms etc. Actively, schedule and coordinate travel and process vouchers.

    Qualifications

    • work experience as a Receptionist, Front Office Representative or similar role
    • Proficiency in Microsoft Office Suite
    • Hands-on experience with office equipment (e.g. fax machines and printers)
    • 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
    • High school degree; additional certifications in Office Management are a plus

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