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Front Desk Administrative Assistant Coral Gables, FL

Jan 9, 2021

Coral Gables, US

Why should you consider this opportunity?

Would you like to be part of a world's leading producer of building materials that inspire architectural and decorative solutions? Are you passionate about the distribution of products that inspire the life of many people?

At Cosentino (www.cosentino.com) we are looking for a Front Desk Administrative Assistant to join our Corporate Office located in Coral Gables, FL. The Centers are an example of Cosentino’s total commitment to its clients, providing them with exclusive and high-quality service. The Centers combine the functions of (a) warehouse, (b) brand and product showroom, and (c) sales network.
 

You will join a company:
 

  • With an international mindset and presence in 80+ countries
  • With an amazing growth story, sustained by an extraordinary innovation with products such as Silestone®, Dekton® and Sensa by Cosentino®
  • In which you will be able to grow your career and develop your leadership skills

What will you be doing?

The Front Desk Administrative Assistant provides office support services to ensure efficiency and effectiveness within the Cosentino office. This role performs administrative duties for executive management. Responsibilities include answering phones, screening calls; managing calendars; event arrangements; preparing reports and financial data; and customer relations. Requires strong computer and internet skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Sensitivity to confidential matters will be required.

 

Job Expectations

 

  • Responsible for front reception area including cleanliness, greeting guests, ensuring they sign the guest book and informing appropriate parties that they have guests waiting for them
  • Manage day to day operations for front reception area. Attendance is critical.   
  • Manage projects and conducts research
  • Provide good quality customer service
  • Maintain proper coverage of the front at all times and at the end of the day ensure all doors are locked. This is extremely important for the safety of the suite.
  • Handle all courier/hotshot service for the office, as well as the preparation and sorting of mail/UPS/Packages - date and stamp all general mail USPS (Pitney Bowes)
  • Maintain the general filing system and file all correspondence
  • Assist in the preparation of meetings for departments, executive teams and monthly recurring team meetings
  • Schedule Conference bridge telephone calls and/or assists in the setup of “Free Conference Call”
  • Assist in the scheduling and preparation for all (5) five conference rooms. Responsible for end of day cleanliness of 5 conference rooms plus board room and training room at the end of day.  Assists with meetings including maintaining and a weekly schedule for visibility through Outlook.
  • Monitor use of supplies and equipment for weekly meetings with EA to CEO to suggest an adequate inventory of office supplies, break room supplies, etc. for Corporate office
  • Handle Business Card order requests for North America
  • Provide word-processing and secretarial support for the EA to CEO as well as other departments as needed
  • Perform clerical duties
  • Develop and maintain a current and accurate paperless filing system
  • Coordinate the repair and maintenance of office equipment when requested by the EA to CEO
  • Answer all incoming calls, route callers to appropriate departments, and take adequate messages when required
  • Stock kitchen and Board rooms daily with adequate supplies to last the day
  • Assist other departments as requested, especially for training sessions or specials activities taking place at the office.
  • Support new projects related to marketing, strategy and other departments.
  • Perform other related duties as required

What are we looking for?

EXPERIENCE

Required:

  • +2 years of experience with Office Administration
     

KNOWLEDGE

Required:

  • Professional proficiency in Excel, PowerPoint, Word and Outlook

Desired

  • Concur Expense system knowledge
  • SAP knowledges
     

SKILLS

Required:

  • Communication: Oral & Written. Capacity to interect with multiple levels within all faces with commercial industry projects.
  • Strong planning and organization skills
  • Computer skills, including the ability to use spreadsheets and word processing programs at a high proficiency level
  • Stress management skills
  • Time management skills
     

REQUIRED BEHAVIORS

  • Be honest and trustworthy
  • Be respectful
  • Possess cultural awareness and sensitivity
  • Demonstrate sound work ethics
  • Embrace Cosentino’s DNA
     

The Receptionist would normally attain the required knowledge, skills and attitudes through completion of an office procedures course combined with related experience. Equivalencies will be considered.


Nearest Major Market: Miami

Job Segment: Warehouse, Outside Sales, Manufacturing, Sales

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