Administrative Office Assistant / Receptionist

Overview

The Administrative Office Assistant will perform general office and administrative tasks as well as welcome visitors to Kao USA Inc., Salon Division, North America, located in downtown Baltimore. This individual must possess strong communication skills.

Responsibilities

  • Assist with administrative tasks for manager and other departments as assigned
  • Responsible for registering, arrange parking and direct all visitors for the Baltimore office
  • Review and direct telephone messages from general voice mail
  • Manage and prepare all incoming/outgoing deliveries for USPS, UPS and FedEx
  • Setup conference rooms for meetings arrange catering and coordination of internal meetings
  • Manage procurement credit card expenses and ensure compliance with company policy, reporting and follow-up to ensure accurate processing and documentation
  • Manage and administer all office supplies and other inventory for the Baltimore office
  • Assist with documenting and reporting maintenance issues/requests of the Baltimore office
  • Responsible for organizing and assisting with company-sponsored activities, work with other departments to develop and organize committees for events, etc.
  • Manage information received from company travel agency to execute credit card pre-authorizations for approved hotel stays; confirm pre-authorizations and maintain reporting to request billing invoices for credit card reconcilement
  • Manage invoice documentation, submission for payment and reporting
  • Manage Baltimore office invoice preparation, obtain approvals and submit for payment while keeping accurate records; assist with company store receipt reconcilement as needed
  • Responsible for assisting with the orientation of new employees in Baltimore and Field
  • Maintain and manage internal databases, Outlook group address lists; UPS address lists and Corporate Event Calendar
  • Assist in identifying opportunities to improve the quality and efficiency of information flow, along with streamlining the quality and efficiency of work

Qualifications

  • Strong customer service, interpersonal, and organizational skills
  • Self-directed and able to perform assignments independently; demonstrates proactive approach and flexible with change
  • Ability to multitask, prioritize workload and maintain consecutiveness
  • Handle privileged information exercising good judgement and professionalism
  • Proficient computer knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat. Knowledge of Concur, HASLER Postage Machine and United Parcel Service System is a plus.
  • High school diploma or equivalent with 2 years related work experience, or college degree
  • Ability to use on a day-to-day basis: Office equipment, mailroom machines, package items for shipments via UPS and USPS; Internet; Telephone; Copier/Printer/Fax

  • Ability to present self in a professional, diplomatic, sensitive and confidential manner
  • This role requires sitting, focusing/concentrating and using a computer for long periods of time as well as walking, standing, climbing, bending, talking, hearing and lifting and/or moving up to 50 pounds. Requires repetitive motion in the use of hands, fingers and wrists.