Receptionist/Administrative Assistant Position Available In Suffolk, New York

Receptionist/Administrative Assistant The Donaldson Organization 150 Wireless Boulevard, Hauppauge, NY 11788 Donaldson Interiors, is looking for someone who can serve as the face of our company while warmly greeting visitors and employees to our Hauppauge location. Reporting to our Office Manager, the Receptionist position serves as the primary point of contact for the company, provides friendly customer service to employees and external visitors to the reception area, answers phones, receives and sorts mail, prepares and coordinates FedEx package pickups, orders supplies, etc. The Receptionist also provides administrative support to the company on events and special projects as needed. The Receptionist needs to demonstrate a professional demeanor, maintain composure during stressful situations, and have stellar attendance.

Responsibilities:

• Meet/greet visitors, announcing their arrival to employees and stewarding them to the appropriate location.
• Answer phones and direct callers or provide information as necessary.
• Serve as the company’s first point of contact in a pleasant, accommodating, and attentive manner.
• Assist with the coordination of the company’s paid time off (PTO) benefit with HR, including daily tracking, data maintenance and handling employee balance inquiries. May also assist with summarizing quarterly and annual balances.
• Support the coordination of company events by maintaining spreadsheets, ordering supplies, calling vendors, distributing invitations, etc.
• Organize and execute the periodic foremen’s meetings, including coordination of the presentation materials, reserving a location, ordering food, arranging A/V and technology, and providing all set-up details to ensure a seamless event experience.
• Update and maintain employee media presentations with information from various departments with direction from HR.
• Assist with company correspondence (i.e. operations communications, holiday cards).
• Receive and sort mail; prepare and coordinate pick up for express mail services.
• Maintain a current phone list of all employees; maintain telephone service and equipment, preparing equipment orders as necessary.
• Order supplies for the office and kitchens; unpacking and stocking kitchen cabinets and closet.
• Order meals (i.e. Allcraft weekly meetings, Foreman meetings) set up meetings and events and schedule appointments for the office.
• Execute the preparation of annual audit letters on behalf of the Controller’s office.
• Periodically update the AIA vendor/subcontractor agreements and hold harmless agreements.
• Maintain the conference room schedules.
• Assist the accounting department as needed.

Competencies:

• Ability to provide customer service in a professional, courteous, and patient manner
• Exemplary communication skills
• Dependability
• Ability to work on a team

Work Environment and Physical Demands:

This position operates in a professional office environment and is required to use standard office equipment such as personal computers, printers, etc. e.g. While performing the duties of this job, the employee is occasionally required to stand; move about; sit; to carry work and use controls; reach with hands and arms; climb stairs; communicate. The employee must occasionally lift or move up to 10 lbs.

Position Type/Expected Hours of Work:

This position is full-time and the expected hours are Monday through Friday, 8:30 a.m. to 5:00 p.m. with an hour for lunch.

Required Education and Experience:

• High School Degree Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities, and activities may change at any time, with or without notice. We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

Job Type:

Full-time Pay:

$60,000.00 – $65,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Paid time off Parental leave Vision insurance

Schedule:

Monday to Friday Application Question(s): Have you ever worked as a receptionist before? If so, please explain. Ability to

Commute:

Hauppauge, NY 11788 (Preferred) Ability to

Relocate:

Hauppauge, NY 11788: Relocate before starting work (Preferred)

Work Location:

In person