Administrative Assistant

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Administrative Assistant

@ CGI

Position Description:

• CGI is looking for an Administrative Assistant/Receptionist for the Lafayette, LA office.
• CGI offers more than a job. We offer limitless opportunities to make a difference for the clients and communities we serve.
• This is a great working environment with many great benefits offered by CGI focused on ownership, listening, recognition, health and well-being.

Your future duties and responsibilities:

• Greet employees and guests in a friendly and professional manner.
• Assist with event coordination.
• Assess and address all inquires/requests and forward appropriately.
• Answer phone in a professional and courteous manner and use proper phone greeting techniques. Address callers' requests and/or takes appropriate messages.
• Maintain accurate and complete sign in/out procedures for visitors and/or vendors.
• Establish and monitor effective tracking of cubicle and office master keys.
• Coordinate Meetings, to include conference room set up, ordering of meals; printing of meeting material, ensuring AV equipment is set up and working properly.
• Track and approve conference room requests for meetings; maintain master calendar of events for common area space.
• Effectively manage the procurement and inventory of all office supplies to ensure availability of CGI Partner use.
• Accept and deliver all incoming packages from USPS or carrier mail. (Fed Ex, UPS, DHL, etc.)
• Prepare outgoing packages for pick-up; mail and/or fax documents as requested.
• Operate and troubleshoot office equipment including coordination of vendor support as needed. (E.g. Xerox)
• Ensure lobby area, kitchen/office stations, and conference rooms are neat and clean. Direct, coordinate and when needed supervise all relevant trade people for cleaning, repairs and maintenance to ensure a consistently clean and well maintained office. Escort facility service vendors.
• Address member facility complaints or issues in a timely manner.
• Determine when new procedures should be implemented, collaborate approval and implement alternative solutions to ensure a productive work environment with minimal errors/flaws.
• Log and manage facility related issues and complaints.
• Work closely with Workplace Resource Management as it relates to facility issues and concerns.
• Act as the liaison between our facility and building management.
• Other administrative duties as assigned by manager.

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Qualifications:

Required qualifications to be successful in this role:

• 3 to 5 years’ experience as a receptionist/office support team member with a minimum of 2 years’ experience as an office receptionist.
• A basic knowledge of facilities/building operations is a great asset. Ability to communicate requirements and schedules for vendor services to members in a timely manner is a necessity. While core hours are normal business hours additional support may be required for occasional business meetings, repairs, maintenance and deliver/installs that require vendor access off hours and weekends.
• Exceptional interpersonal and guest service skills to build solid working relationships.
• Focused on customer service and the ability to maintain a high level of professionalism at all times.
• Strong communication skills, both oral and written.
• Excellent typing skills with high proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Strong attention to detail and accuracy, displays flexibility to meet changing requirements, ability to professionally navigate through stressful situations and ability to manage multiple tasks simultaneously with confidence.
• Demonstrated experience managing confidential and sensitive information and conversations with diplomacy, tact, and professionalism.
• Great organizational skills.
• Effective time management skills, ability to prioritize and meet deadlines.
• Motivated with a consistent high energy level.
• Ability to work independently and a strong desire to take initiative and follow through on tasks.
• Creative and adaptable to introduction of new ideas and approaches.
• Ability to lift 50 lbs.
• High School Diploma or equivalent/ Degree in Business Administration desired but not required.

Skills:

• Detail-oriented
• Logistics & Maintenance

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How to Apply:

Apply online at https://www.cgi.com/en/careers.

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