Administrative Intern

Administrative Intern Summary **Title:** Administrative Intern **ID:** 5732 **Department:** Administrative **Location:** Melbourne, FL Description **Job purpose** To provide assistance with administrative tasks for 8-koi; a diverse Florida based service and consulting company that has been providing outstanding results for our clients for over a decade. **Duties and responsibilities** + Perform Reception duties: + Greet visitors, ensure sign-in, offer beverage and seating + Answer phones and operate a phone system + Route calls; take and relay messages + Call employees upon receiving visitors + Coordinate and distribute mail in/out of office + Coordinate office activities + Send and receive email, correspondences, facsimiles + Answer queries about 8-koi + Assist with Administrative requirements: + Gather personal and insurance information + Provide and accept employee applications + Maintain calendars and schedules, ensuring schedules are maintained and forecasted; arrange appointments, update calendars, coordinate schedules + Maintain and track action items/taskings as assigned + Perform basic bookkeeping, filing, and clerical duties + Prepare travel vouchers + Data entry of timesheets, travel, and purchases + Prepare meeting agendas, attend meetings, record and transcribe minutes + Schedule conference rooms, prepare and maintain cleanliness + Make hard copies of documents, briefings, and other materials as required + File documents both hard copy and electronically + Maintain office supplies + Perform hosting duties (make coffee, set out food, lunch orders, et. al) + Run company’s errands + Assist with Information Systems hardware and software maintenance + Install updates for windows, drivers for devices, ensure antivirus and malware detection are not disabled and up to date + Assist visitors with connecting to the network and printers + Load/remove/update I-phone applications and settings + Perform building maintenance upkeep + Ensure common areas are neat and tidy + Clean building floors, as necessary by sweeping, mopping, scrubbing, or vacuuming + Gather documents for shred and empty trash/shredder + Service, clean, and supply restrooms and break room, (particularly before and after meetings) + Dust furniture and fixtures in common areas (particularly before and after meetings) + Coordinate and schedule maintenance when required + Assist personnel as required to complete assigned effort and tasks **Qualifications** + Familiar with the Microsoft office suite and ability to create reports, spreadsheets, and presentations, labels using these tools + Ability to operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers + Must have excellent communication, phone etiquette, customer service and people skills, as well as be able to multitask and stay organized + Ability to multi-task and work independently, and have a sharp attention to detail Possess excellent penmanship