Administrative Assistant

VSL EMPLOYEE CO LLC - 2.6

Brentwood, TN Job Details Full-time 21 hours ago Qualifications Customer communication Administrative experience Financial record maintenance Full Job Description

GENERAL PURPOSE

The Administrative Assistant provides support to all Vitality team members with exceptional teamwork, organizational skills, respect for confidentiality, and flexibility while successfully managing multiple projects and deadlines. As the face of Vitality, the Administrative Assistant delivers a professional, efficient, clean, and courteous work environment at all times.

RESPONSIBILITIES

Answer incoming calls, route appropriately, track messages as needed Oversee the day-to-day operations of the front office Work closely with leasing company on managing work orders and maintenance for the support office Welcome and greet visitors in a friendly, professional manner, ensure guest comfort, and communicate guest arrivals timely to hosts Manage the security of the front door by admitting guests or employees upon arrival Oversee Brivo account setup and activity for all company staff whether local or regional. Manage travel arrangements in the travel platform of record for company or guest travelers as requested Manage calendar activity for the company vehicles, meeting rooms, etc. and proactively resolves any conflicts in a timely and efficient manner that supports all parties Maintain meeting room supplies and cleanliness to ensure readiness at all times as well as set up refreshments or other materials as requested Order or reorder business cards as requested Oversee the company's nametag system, coordinate new community training as well as on-going training for new community users, maintain supplies for support office name tags, and create and deliver name tags for support office staff as requested Coordinate arrangements for company meetings with respect to hotel reservations, lunch orders, dinner reservations, event planning, etc. as needed Manage expense reporting and credit card activity including submitting expenses, tracking receipts, coding expense, etc. Oversee incoming mail and packages and ensure timely delivery to correct recipient Coordinate shipping of materials, correspondence, or other items to external recipients as requested and record appropriate expense allocation for each shipment

• Maintain adequate on-hand inventory of office, kitchen, and break room supplies Monitor office equipment and coordinate service or repair as needed Maintain Resident Hotline call log by entering basic information about the issue, identifying the community involved, and routing the call or message accordingly Ensures continuity of business operations by communicating regular updates to internal stakeholders and direct supervisor Complete or assist with special projects as requested Perform other duties as assigned SKILLS and

QUALIFICATIONS

High school diploma or

GED 2 - 3

years as an administrative assistant Excellent organizational skills and multi-tasking abilities Exceptional customer service skills in personal, verbal and written communications Strong attention to detail, basic bookkeeping and organizational skills required Proficient at Microsoft Word, Excel, Outlook and PowerPoint. Ability to work independently with limited supervision. Aptitude to use sound judgement when resolving issues on behalf of leaders Projects a positive and professional image at all times

PHYSICAL

DEMANDS and

WORKING CONDITIONS

Physical Demands include: Standing, Walking, Sitting, Bending, Reaching, Pushing, Pulling, Climbing Stairs, Grasping, Manual Dexterity, Stooping, Kneeling, Crouching, Crawling, Vision Acuity, Talking, Hearing. The weight determined to be appropriate for an administrative assistant to lift with or without reasonable accommodations is up to 20 lbs.