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Office Administrator (Receptionist)

Company: Shutterfly, inc.
Location: Plano
Posted on: March 27, 2020

Job Description:

Job_Responsibilities Oversee front desk receptionist area and greet customers/guests to Shutterfly. Assist all employees as needed at the front desk. Manage front desk sign in sheet and keep company phone number extension list up-to-date. Answer phone calls and forward them to the correct person or take messages for them. Manage Conference Room Calendars. Print and distribute conference room calendars every morning. Ensure all rooms are stocked with soda, water, Kleenex and other items as appropriate. Welcome possible job candidates/new hires and coordinate with recruiting and HR to connect them with the appropriate person. Manage the Office Supply Ordering and distribution of those supplies. Keep lobby area clean and presentable on a daily basis. Manage guest security badges distribution and log sheet. Handle lunch deliveries and tracking down/locating the recipient of the delivery. Manage SFLY Camera Kits Calendars and loan program for employees. Assistance on any other administrative tasks that may come up Professional_Requirements Exceptional telephone etiquette Well organized, dedicated, reliable, and flexible A self-starter capable of multi-tasking and prioritizing Strong knowledge of MS Office, including Outlook, Word, PowerPoint, and Excel Ability to take initiative in completing assigned work and projects Proven calendar management skills with experience scheduling meetings and appointments Personal_Characteristics 2+ years office experience Enthusiastic and personable Quick learner Works well with numerous personality types Extremely detail oriented and organized Able to communicate effectively inside and outside of an organization Not afraid of conflict or taking initiative Other_Responsibilities * Set up food catering & events * Weekly review of cameras for lp footage, as needed * Execute badging requests & audits daily/weekly. * Maintain Labor Tracking database & audits * Maintain EFI audits * Maintain Ignite as administrator * Partner with legal team to maintain & update NDA's for both visitors & vendors * Maintain SmarterSystems SmarterSign programs * Building Jira's for facilities & IT * Sustaining supply levels & ordering indirect supplies for all of Plano facility * Managing conference room calendars * Support to the recruiting team with paperwork and interview logistics * Work with AP & vendors to ensure timely payment, create PO's and add additional funds to incorrect PO's * Oversee Camera loan program & maintenance of camera equipment * Partner with Staffing vendor admin to manage door access activations & deactivations. * Run reports for continuous labor resource audits. * Hold staffing vendor accountable to the level of audit expectations including Labor Resources barcode deactivations when a contractor is released * Maintain high level of accessibility in order to manage quantity of badges being requested. Support finance & facilities managers * Create Purchase Orders for Finance managers for most invoices, Pitney Bowes, etc * Partner with Finance Managers in estimating quarterly costs * Act as liaison between facility and Accounts Payable/Purchase Orders, cutting purchase order requisitions, check requests, submitting reports, along with other administrative support to tech/facilities & our finance teams * Partner with parts clerk to get quotes, negotiate pricing, cut requisitions & supply purchase orders to vendors in a timely manner.

Keywords: Shutterfly, inc., Plano , Office Administrator (Receptionist), Administration, Clerical , Plano, Texas

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