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Maersk Line, Limited

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Descripción del trabajo

The Office Administrative Assistant holds primary responsibility for the efficient and effective day-to-day operation of Maersk Line, Limited's (MLL) Arlington, Va., Office (AGO). Punctuality, attention to detail combined with a sense of urgency, excellent interpersonal communication skills, and flexibility are all required for success in this position. Good working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), basic math skills and experience with the operation of basic office IT (phones, computers, teleconferencing equipment, projectors, etc.) are also required. Work hours are Monday-Friday, 8AM to 5PM and work is expected to be performed on site at the Arlington office; this position is not eligible for telecommuting. The position reports to the Senior Director of Marketing and Communications and receives coaching and guidance from the office's executive assistant.
Key Responsibilities:
Phone/Reception/Office Access (15%)
· Answer Arlington office main line, receive and distribute messages from main line
· Greet and sign in all visitors
· Manage office and restroom keys and allocated parking passes
Office Management (25%)
· Ensure common spaces (Common spaces are defined as reception area, break room, conference rooms, visitor offices, copy room, storage room, kitchen and storage closets are organized, clean, and well-supplied
· Ensure office facility, furniture and equipment are in good working order
· Act as lead contact to property manager and building engineer to keep a well functioning office
· Manage vendors and suppliers of office services, office equipment, repair and maintenance
· Manage communication with property management
· Maintain inventory of necessary items for the break room, copy room, office and mailing supplies
· Place orders for, receive, and organize office supplies
· Fill special request orders for office supplies, equipment, and break room products
· Manage reservations for conference rooms and the visitor offices
· Help maintain business continuity plans
Manage and Purchase Office Supplies and Equipment (10%)
· Ensure sufficient supply of necessary items including break room, copy room and mailing supplies. Fill special request orders for desk supplies, equipment and break room supplies
· Place orders for office supplies, receive orders, put away and organize supplies. Regularly review the ordering and storage processes and ensure both are managed as efficiently as possible
· Troubleshoot equipment and coordinate repairs for Arlington office suite when needed
· Manage vendors who service the office
Mail/Copy/Fax/Invoices (15%)
· Receive and distribute all office mail
· Prepare outgoing courier, express delivery and regular mail for the office
· Manage the postage process
· Upon request, copy and fax documents for colleagues and guests
· Send all signed expense reports to MLL Norfolk office
· Support users in setting up and using audio visual equipment and fax machines/copiers/printers
Event/Meeting Coordination (10%)
· Set up required audio visual equipment (telephones, video conferencing etc.) and verify all materials are working prior to event start
· Arrange for required materials to be available and in place prior to event start
· Maintain and communicate reservation of shared space
· Coordinate group table reservations, RSVPs and major office event participation
· Select, order, set up and store meals for in-house meetings
· Assist with the logistics of events and conferences including room reservations, conference registrations, etc.
General Administrative (20%)
· Prepare documents and presentations for colleagues and visitors upon request
· Coordinate travel arrangements for colleagues and visitors when necessary
· Submit completed colleague expense reports
· Communicate with property management company and pass on relevant information to all Arlington office employees
· Prepare and set up for office meetings
· Support the Business Development and Marketing organization
· Complete expense reports
· Make travel plans and support the coordination of events and conferences
· Other duties as assigned
Financial administration for AGO (5%)
· Review invoices upon request
· Complete check requests/payments and submits them to A/P
· Reconcile monthly G&A budget reports
Supports company commitment to ISO 9001, 14001, OHSAS 18001 certification
Performs other position related duties as specified by management
Preferred Associate's or Bachelor's Degree (must be from an accredited institution)
Travel Requirements: None
Other Requirements: Ability to work in the U.S.
Physical Demands & Work Environment:
General office setting, typically the employee may sit comfortably to perform the work, usually at a computer terminal - with short breaks or lunch period. However, there may be some bending/stooping, reaching above shoulder level, walking; standing; carrying of light items such as papers, books or packages of up to 25 pounds. Should be able to hear & speak clearly using phone / headset to communicate with customers; be able to navigate, view & enter information on the computer.

Education Level:Associate's Degree/College Diploma
Primary Location:United States-Virginia-Arlington, VA
Organization:Maersk Line, Limited (MLL)