Office Admin/Receptionist

Job description

Job Description

Office Admin/Receptionist

Position Description
Office Administrator and Receptionist
CGI is looking for an Office Administrator and Receptionist for our Lafayette, Louisiana office.
Principle Duties and Responsibilities:

• Answer incoming calls and check-in visitors to the office:

o Add visitor to building security list using online tools

o Issue and track visitor badges

o Issue and log visitor parking vouchers

o Schedule taxi pick up and issue vouchers

• Set-up office/workstation space for new hires and transfers. Coordinate moves. Keep seating floor plan updated.

• Maintain and distribute pantry, copy room, equipment, and office supplies inventories.

• Distribute mail, send and receive Fed EX and UPS packages; maintain a log book of all FedEx and UPS packages.

• Coordinate interoffice/USPS/FedEx pick-ups and delivery. Occasionally requires lifting/moving boxes.

• Coordinate emergency procedures (fire drills, evacuations) with residents and corporate Security.

• Work with landlord to ensure normal and emergency building services are provided, including maintenance, HVAC, power, and repairs as needed.

• Prepares spreadsheets, PowerPoint presentations and other special, recurrent or one-time reports, summaries, or replies to inquiries as requested; selecting relevant information from a variety of sources such as reports, documents, correspondence, computer system or other offices.

• Maintain electronic and hard-copy document filing system, and search/retrieve documents as needed, in some cases with limited information.

• Maintain Recall off site record management files and ensures pick-up/retrievals are scheduled accordingly

• Address/coordinate facilities-related tasks, office maintenance, and office aesthetics.

• Work with Corporate IT to troubleshoot network/server/phone issues and issue deliver laptops to new members

• Order all office supplies and equipment – may require pick-up/delivery to local stores/vendors as needed

• Ensure all office equipment is running efficiently, including phones, printers and copiers and work with our external vendor to manage IT needs.

• Coordinate service from office support vendors for kitchen cleaning, coffee service, shredding, copier/printer service, locksmith, vending machines, trash pick-up, recycling pick-up, etc.

• Conduct contractor administration.

• Contact vendors, get quotes and facilitate contracts.

• Manage and coordinate service from all local vendor relationships as they relate to the office including: housekeeping, pantry/vending, office supplies, trades (HVAC, electricians, carpenters, painters, etc.), office machines (sales and service).

• • Coordinate phone and network connection work orders with CGI Information Technology.

• Support on-site internal and client meetings in conference rooms.

• Provide support to conference rooms such as ensuring rooms are appropriately outfitted, managing schedule conflicts, ensuring A/V equipment is functioning properly.

• Special projects (i.e. asset inventory) and other administrative support as needed.

• Local expert on building access control policies and procedures, as well as CGI systems. Ensure compliance with CGI security standards.

• Supervise card administration for location and request all new member badges and Zone Authority signatures. Provide logs monthly or demand and participate in Audits.

• Responsible for key management, building passes, resources to secure ICE and other equipment/assets, and have a solid knowledge of security resources available (CGI, building security and police).

• Ensure a comprehensive Fire/Life Safety Program is in place, adequately staffed and that staff is appropriately trained. The Facilities lead must make sure that related resources are serviceable and in good working order.

• Coordinate emergency procedures (fire drills, evacuations) with residents and corporate Security.

• Work with landlord to ensure normal and emergency building services are provided, including maintenance, HVAC, power, and repairs as needed.

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Additionally, you will be responsible for a wide variety of support and administrative related tasks. Duties will include:
• Supporting administrative activities for our leadership team.

• Support for Records Management.

• Assist in event coordination, as needed.

• Assist in other ad hoc administrative tasks, as requested.
Position Requirements:

• 3 to 5 years of office/administrative experience

• Excellent oral and written communication skills

• Excellent customer service skills

• Ability to work independently and juggle multiple tasks in a fast paced environment

• Highly proficient with Microsoft Office Suite
Education Requirement:

• HS diploma/GED required; Bachelor's Degree preferred Your future duties and responsibilities
Required qualifications to be successful in this role
Build your career with us.

It is an extraordinary time to be in business. As digital transformation continues to accelerate, CGI is at the center of this change—supporting our clients’ digital journeys and offering our professionals exciting career opportunities.

At CGI, our success comes from the talent and commitment of our professionals. As one team, we share the challenges and rewards that come from growing our company, which reinforces our culture of ownership. All of our professionals benefit from the value we collectively create.

Be part of building one of the largest independent technology and business services firms in the world.

Learn more about CGI at www.cgi.com.

No unsolicited agency referrals please.

CGI is an equal opportunity employer.

Qualified applicants will receive consideration for employment without regard to their race, color, religion, sex, gender Identity, sexual orientation, national origin, age, disability, veteran status, pregnancy, or other status protected by law. CGI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with CGI’s legal duty to furnish information.

Skills

·  Communication (Oral/Written)
·  Customer Service & Support
·  Microsoft Office
·  Multi-tasking
·  Records Management

Reference

564735