Receptionist/Administrative Assistant

Clerical and Administrative

Administrative Assistant will perform various administrative activities including providing proactive, administrative support to several areas at Spacesaver. The Receptionist/Administrative Assistant serves as the first point of contact for visitors and callers, ensuring a professional and welcoming experience. This role manages front desk operations, including visitor check-in, phone coverage, and general inquiries. Key responsibilities include:

• Front Desk & Visitor Management: Welcomes guests, manages visitor documentation, and coordinates announcements to staff.
• Telephone & Communication Support: Answers and routes calls, maintains voicemail systems, and provides company information.
• Directory & Database Maintenance: Updates internal contact lists, distribution databases, and SpaceNET access records.
• Mail & Office Supplies: Processes incoming/outgoing mail, manages office supply inventory, and supports finance with check runs.
• Employee Onboarding Support: Prepares mailboxes, nameplates, badges, and door access cards for new hires.
• Meeting & Event Coordination: Sets up meeting rooms, prepares agendas and refreshments, and arranges gifts for life events.
• Sales & Finance Support: Assists with Salesforce data cleanup, freight invoice review, and document retention.
• Technology & Visual Updates: Maintains digital monitors, bulletin boards, and customer welcome screens.
• Confidential Records Management: Handles filing and retrieval of sensitive documents and supports shredding and archiving.
• Cross-Departmental Support: Provides backup to senior administrative staff and assists other departments as needed.
• Professionalism & Confidentiality: Operates independently, maintains confidentiality, and ensures tasks are completed on schedule.

* Excellent organization, attention to detail and accuracy, resourcefulness, time management, customer service, and follow through skills.

* Excellent communication skills, both verbal and written; strong business writing skills, ability to communicate effectively with a diverse group of people, including internal and external customers, managers, executives, and business associates.

* Ability to maintain high degree of confidentiality, accuracy, and integrity.

* Strong decision making skills. Sound judgment. Confidence to make decision independently and to judge when management collaboration is required.

* Solid problem-solving skills: ability to coordinate multiple diverse projects, set realistic deadlines and timelines. Ability to resolve routine problems independently, consult with supervisor to develop plans for unusual and complex problems. Adaptable to changing circumstances.

* Ability to perform basic analysis based on information and data reporting.

* Ability to work collaboratively and productively with all types of people throughout the organization in a positive manner.

* Ability to work independently and prioritize multiple simultaneous projects. Must be able to work on multiple projects at once with the ability to handle interruptions well.

Qualifications

* High School diploma required. Associate or bachelor's degree strongly preferred with a minimum of 3-5 years of applicable experience.

* A high degree of proficiency with Microsoft Office (i.e., Word, Excel, PowerPoint, Outlook), Internet, and Extranet. Salesforce.com experience is a plus.

Are our values a match?

* No one succeeds alone.

* Be productive with purpose.

* Innovate-Wild ideas are highly encouraged.

* Understand the world through your customer's eyes

* Run it like you own it-because you do!

If you are a person with disabilities needing assistance with the application process, please email hrdepartment@spacesaver.com or call 800-255-8170.

Spacesaver is an Equal Opportunity Employer of Protected Veterans and Individuals with Disabilities.