Administrative Intern

Summary

Title: Administrative Intern

ID: 5773

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 errand

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

Working conditions

Working conditions are within a normal office environment.

8-koi, Inc.

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