The Role
Provides comprehensive office administration, mail and shipping coordination, supply and vendor management, conference room and audiovisual support, meeting coordination, facility maintenance coordination, and executive and employee support. Handles office logistics, correspondence, inventory, desk reservations, building services, and emergency safety participation while resolving day-to-day administrative issues.
Summary Generated by Built In
Job Details:
Position : Administrative Assistant
Location : Minnetonka, MN
Duration : 3 Months Contract possibility to extend
Position : Administrative Assistant
Location : Minnetonka, MN
Duration : 3 Months Contract possibility to extend
General Function
Organizes, coordinates, and implements office processes and procedures in order to ensure organizational effectiveness and efficiency. Supports print device and mail services, office and supply inventory mgt, conference room/AV support and general office admin support. Energetic, experienced professional who is able to wear multiple hats. Needs experience in handling a wide range of administrative and executive support-related tasks and is able to work independently. Well-organized, flexible, and enjoys the administrative challenges of supporting an office of diverse employees.
Major Duties And Responsibilities
Print Device & Mail/Shipping & Receiving Services
Print Device
Deliver paper for office equipment such as printers, copiers and fax machines
First responder for a print device issues
Ensure proper maintenance and usage of all equipment and supplies.
Mail/Shipping & Receiving
Verify, sign and record all incoming/outgoing Accountable Mail, i.e., FedEx, DHL, UPS, Express, Registered, Certified, Insured and Custom Design Mail.
Deliver and obtain signature for all Accountable Mail pieces
Handle "rush" pick-up/delivery requests for internal and outgoing correspondence (Business use only)
Maintain and provide specialized mailing forms or direct employees to location online i.e. Express, Registered, Certified and Insured
Daily interaction with other vendors to ensure that procedures and work standards relating to Mail Center operations are maintained (ex. FedEx, DHL, USPS, UPS, Couriers, Neopost, Staples, Iron Mountain,).
Provide vendors with updated address to improve accuracy of incoming mailings
Conference Room Support
Coordinate with IT to ensure proper maintenance and usage of all equipment and supplies
Coordinate with executive staff/HR to close conference rooms for executive use when needed
Office & Food Supply Management
Establish and maintain par levels for all required basic office supplies throughout the building
Manage plant and food vendors
Manage supply storage areas for distribution among all floors.
Maintain clean and organized Supply stops and Storage areas where applicable (Copier/Kitchenette Room)
Responsible for the acquisition of conference room supplies (pens, notepads, flip chart pads and pens, dry erasers, etc.).
Work with janitorial staff to maintain, clean,organize and re-fill coffee and water machines on all floors.
Maintain par levels for all required coffee and water supplies throughout the building
Office Support Services
Assist with special projects as needed e.g. employee restacks, desk moves
Preparing business correspondence, agendas, and presentations, typically using Microsoft Office (Word, Excel, PowerPoint, Access, Outlook)
Scheduling and coordinating large meetings, events and other similar activities
Coordination of executive approvals, planning, space, set-up, build-out/install, building/other group communications, deliveries, and vendors· Assisting employees on approved building vendor lists (catering for meetings, AV setup, photographers, decorators, etc)
Oversee daily attendance and help employees with desk reservations
Office Maintenance Services
Onsite coordination for Maintenance vendors (Janitorial, HVAC, Fire Inspections, Pest Control, etc.)
General / Communication
Identify, evaluate, research, and recommend solutions to office services related issues and problems.
Coordinating between departments and operating units in resolving day-to-day administrative and operational problems
Assisting with all aspects of administrative management, directory maintenance, logistics, equipment and storage
Actively participate in Emergency Fire Warden Safety program for campus locations.
Basic Qualifications
Bachelor’s Degree from accredited institution
Minimum 3-5 years of administrative experience
Skills
Exceptional customer service skills
Excellent interpersonal and communication skills (written and verbal)
Ability to handle multiple tasks, projects with competing priorities and tight deadlines (Priortizing tasks based on importance and urgency)
Strong organizational skills
Acute attention to detail
Strong adaptability, flexibility and resourcefulness while maintaining a professional attitude
Must be a team player
Proficient in Microsoft Office (Word, Powerpoint, Excel)
Tech Savvy
Must be able to lift 50 pounds
About Us:
Founded in 2009, IntelliPro stands as a global leader in talent acquisition and HR solutions. Our commitment to delivering unparalleled service to clients, fostering employee growth, and building enduring partnerships sets us apart. With a dynamic presence in the USA, China, Canada, Singapore, Philippines, UK, India, Netherlands, and Germany, we continue to lead the way in global talent solutions.
IntelliPro, a global leader in connecting individuals with rewarding employment opportunities, is dedicated to understanding your career aspirations. As an Equal Opportunity Employer, IntelliPro values diversity and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or any other legally protected group status. Moreover, our Inclusivity Commitment emphasizes embracing candidates of all abilities and ensures that our hiring and interview processes accommodate the needs of all applicants. Learn more about our commitment to diversity and inclusivity at https://intelliprogroup.com/.
Compensation: The pay offered to a successful candidate will be determined by various factors, including education, work experience, location, job responsibilities, certifications, and more. Additionally, IntelliPro provides a comprehensive benefits package, all subject to eligibility.
Skills Required
- Bachelor's degree from an accredited institution
- 3-5 years of administrative experience
- Proficiency with Microsoft Office, including Word, PowerPoint, and Excel
- Exceptional customer service skills
- Excellent written and verbal communication skills
- Ability to manage multiple tasks, projects, competing priorities, and tight deadlines
- Strong organizational skills and attention to detail
- Adaptability, flexibility, resourcefulness, and professional attitude
- Ability to work effectively as a team player
- Technology proficiency
- Ability to lift 50 pounds
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The Company
What We Do
IntelliPro Group Inc. is one of the fastest growing IT services and HR solutions companies in Americas & APAC. We provide comprehensive IT services to help clients with IT Strategic Planning, Implementation, Deployment, IT Support on Artificial Intelligence, Big Data, Cloud Computing, Mobile Application Development, Data Mining and Business Intelligence, Enterprise Data Warehouse, and more. Besides our established IT services, our new business now is quickly extending to one-stop HR Solution Services, including Oversea Branch Setup Consulting, Compensation & Benefits Policy Consulting, Payroll Management Service, Talent Recruiting, and Employer Branding to satisfy our clients’ fast business expansion requirement. We have built our business on our company-wide commitment to continually overdeliver on the high expectations of our clients, employees, and business partners. The secret to our success is that our unified team works harder, faster, smarter, and more collaboratively than anyone else in the talent acquisition business. In addition to the immense talent and proprietary technology, IntelliPro Group is proud to offer continual professional development and extraordinary benefits to both consultants and full-time employees.
