Our biotech client in Waltham is seeking a Front Office Assistant! The ideal candidate has a customer service mindset, is solution-oriented, and can take ownership of their role as the 'face of the company'. You will greet guests, maintain the café and office supply stock, schedule meetings, participate in planning and support of company-wide events and activities, and aid with various tasks. This is an exciting new role with lots of opportunity for growth and great exposure to a fast-paced pre-commercial biotech company.
Responsibilities
Reception:
Ensure full-time reception desk coverage during working hours, in partnership with Front Office Coordinator
Welcome guests; greet them, check them in and offer beverages, and alert staff to their arrival
Seat guest in appropriate conference room and confirm A/V set up
Answer incoming calls and direct them to appropriate person/department
Receive and distribute incoming mail and packages daily
Assist with packaging and preparing shipping labels for outgoing shipments
Assist in onboarding new team members to best practices of working in our office
Office Maintenance:
Maintain and proactively stock cafe groceries and office supplies weekly.
Order refreshments for working meetings, all company lunches, and other events as needed. Work with various department and EAs to ensure proper supplies and catering are ordered for smaller meetings.
Morning walkthrough of all meeting rooms, supply areas, cafe, and other common areas to ensure tidiness of space and supply stock including:
Ink/toner and paper maintenance of printers
Distribute office supplies
Ensure all whiteboards are clean, conference room surfaces are free of any papers or other materials left behind
Cafe supplies are stocked and ready for the day, including beverage stations, snacks and refrigerator tidiness
Keeping a general eye for anything out of place
Track receipts and send them promptly to accounting
Liaise with building staff for needed maintenance, freight elevator access, etc.
Ad Hoc Administrative Duties:
From time to time, under the direction of other members of the admin team, the Front Office Assistant may be asked to:
Maintain content on Operations and Location pages of our intranet (Sharepoint)
Be available to answer ad hoc questions from employees, contractors, vendors etc. about office policies and procedures
Coordinate office activities and operations to secure efficiency and compliance with company policies
Facilitate and support planning of company-wide social events and support committee work, particularly in support of company culture-building activities
Support admin team with scheduling of meetings and other projects
Required Qualifications
Previous customer service experience and the ability to handle fast-paced environment with competing demands
Poised, professional, proactive
Outstanding communication and interpersonal abilities
Proficient in MS Office suite and willingness to learn new software
Excellent verbal and written skills, allowing for an open and effective dialogue throughout the company.
Attention to detail and quality are critical to success.
Highly accountable for the results and outcomes of their responsibilities and understands the impact of their efforts, results, and attitudes on others.
Uses teamwork to work cooperatively toward the most effective solutions, championing the best ideas of team members, and assisting where help is needed yet is capable of highly independent work when efficiency is required.
Results-oriented individual who is highly motivated, decisive, flexible in thought, and has the creativity to excel in and contribute to a rapidly growing company.
Forward thinking mindset with the ability to manage multiple projects, and identify and resolve issues.
Broad experience in an emerging, publicly traded company environment is a plus.