Receptionist /Admin Assistant - Aequor Technologies LLC

princeton, NJ 08540

Position Summary:

The Receptionist and Administrative Assistant will be the first point of contact for the company and will assist the Facilities department with various administrative duties. This role will require a professional appearance and manner. The Receptionist and Administrative Assistant will perform office duties including greeting guests with a positive and helpful attitude, maintaining security procedures, answering and routing phone calls, and other administrative duties as assigned.

Performance Objectives:
Receptionist:

Greet and check-in guests,
Answer, screen, and rout telephone calls to appropriate departments or employees
Manage regulatory guests for FDA visits according to SOP guidelines
Manage Medical Information hotline according to protocol
Maintain security by following procedures for visitors and entry to locked suite doors
General assistance to group meetings held in first-floor conference rooms
Reconcile courier invoices
Enter service requests for building issues and access cards
Maintain the Warden file to include all employees based in Princeton for bi-annual BXP campus fire drills
Place coffee and beverage orders
Stock reception kitchen and refrigerator for guest use
Receive deliveries and sort mail
Monitor and replenish safety cabinets

Administrative:

Manage physical asset inventory reports bi-annually, asset destruction, and company audit readiness
Request new vendors through Procurement
Create contracts via CSMS and assign BPO numbers for IT
Assign mobile phone numbers to the Telecommunication website for new employees
Request business card proof for new employees and route to the employee and manager
Support new employee preparation and walk through tour orientation
Order, activate, and ship corporate credit cards
Update the Everbridge Instant Alert System with changes, additions, or deletions
Update the Excel floor plan file for office space availability
Order printers and coordinate shipping
Maintain office and master keys securely
Support IT with courier labels

Education/Certification Requirements:

Knowledge, Skills, and Abilities:

Two to four years' experience in managing comparable duties
Requires the ability to proactively multi-task a variety of projects and activities effectively and efficiently under stringent timelines
Customer/client Focused
Communication proficiency
Problem solving and analysis
Project management skills
Ability to effectively present information in one-on-one and small group situations to internal and external clients
Must have comprehensive skills in all Microsoft Office applications

The incumbent in this position may be required to perform other duties, as assigned.

Source : Aequor Technologies LLC