Administrative Intern

Summary

Title: Administrative Intern

ID: 5732

Department: Administrative

Location: Melbourne, FL

Description

Job purpose

To provide assistance with administrative tasks for 8-koi; a diverse Florida based service and consulting company that has been providing outstanding results for our clients for over a decade.

Duties and responsibilities

• Perform Reception duties:

• Greet visitors, ensure sign-in, offer beverage and seating

• Answer phones and operate a phone system

• Route calls; take and relay messages

• Call employees upon receiving visitors

• Coordinate and distribute mail in/out of office

• Coordinate office activities

• Send and receive email, correspondences, facsimiles

• Answer queries about 8-koi

• Assist with Administrative requirements:

• Gather personal and insurance information

• Provide and accept employee applications

• Maintain calendars and schedules, ensuring schedules are maintained and forecasted; arrange appointments, update calendars, coordinate schedules

• Maintain and track action items/taskings as assigned

• Perform basic bookkeeping, filing, and clerical duties

• Prepare travel vouchers

• Data entry of timesheets, travel, and purchases

• Prepare meeting agendas, attend meetings, record and transcribe minutes

• Schedule conference rooms, prepare and maintain cleanliness

• Make hard copies of documents, briefings, and other materials as required

• File documents both hard copy and electronically

• Maintain office supplies

• Perform hosting duties (make coffee, set out food, lunch orders, et. al)

• Run company’s errands

• Assist with Information Systems hardware and software maintenance

• Install updates for windows, drivers for devices, ensure antivirus and malware detection are not disabled and up to date

• Assist visitors with connecting to the network and printers

• Load/remove/update I-phone applications and settings

• Perform building maintenance upkeep

• Ensure common areas are neat and tidy

• Clean building floors, as necessary by sweeping, mopping, scrubbing, or vacuuming

• Gather documents for shred and empty trash/shredder

• Service, clean, and supply restrooms and break room, (particularly before and after meetings)

• Dust furniture and fixtures in common areas (particularly before and after meetings)

• Coordinate and schedule maintenance when required

• Assist personnel as required to complete assigned effort and tasks

Qualifications

• Familiar with the Microsoft office suite and ability to create reports, spreadsheets, and presentations, labels using these tools

• Ability to operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers

• Must have excellent communication, phone etiquette, customer service and people skills, as well as be able to multitask and stay organized

• Ability to multi-task and work independently, and have a sharp attention to detail

Possess excellent penmanship