Administrative Assistant/ Receptionist


Administrative Assistant/ Receptionist


  • Greet employees and guests in a friendly and professional manner.
  • 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.
  • Inventory, order and stock office supplies.
  • 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 track tickets in the property management and CGI Footprints system; for facility related issues.
  • 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.


  • 3 to 5 years’ experience as a receptionist/office support person 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.

How to Apply:

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Location: Lafayette, LA
Date Posted: November 02, 2021
Application Deadline: January 04, 2022