KAR Global Hiring for Administrative Assistant Job at Carmel, IN Full Time

Reporting to the VP, Corporate Facilities and Workplace, our Administrative Assistant will greet visitors/clients and answer all incoming telephone calls in a professional manner. Within this role, you must know, practice and ensure that company policies and procedures and state and federal laws are followed at all times. In addition, you will ensure that no company or customer information is inappropriately divulged to unauthorized parties.

Responsibilities & Duties:

• Using a multi-line telephone, answers, and appropriately routes all incoming calls for various business units with courtesy, speed, and accuracy. Presents a professional, courteous demeanor when using the Company intercom system.
• Provide prompt and courteous service: both on the phone and in person.
  • Demonstrate friendliness and proper phone etiquette with every customer.
  • Maintain a professional appearance and work area
• Provides general information regarding routine inquiries from customers, and refers non-routine, sensitive, and/or complex requests for information and other inquiries or complaints to the Corporate Office Manager.
• Be familiar with procedures for handling all aspects of customer complaints or disputes.
• Receives and greets customers and visitors.
• Assists visitors with registration and badge assignment following Security procedures.
• Maintains the Training Room calendars by reserving dates and times. Advises on how to book Conference Room calendars through Outlook and assists as needed in bookings.
• Maintains applicable records and files, directories, correspondence, and other related material. Coordinates off-site storage and shred boxes. Coordinates with copier service and repair.
• Provides assistance in preparation and distribution of materials.
• Monitor all working area conditions and equipment to ensure they are within corporate standards for cleanliness, proper maintenance and safety. Advise Maintenance of all breakdown and maintenance needs immediately.
• Logs all building maintenance requests in Building Engines and contacts Building Engineer directly as needed. Contacts day porter as needed for cleaning and spill issues.
• Is aware of all safety and security information and maintains a current list of emergency telephone numbers.
• Services as back up for Mail Room both sorting and delivery.
• Practice and promote teamwork at all times. Set a good personal example of attitude and performance.
• Reconcile corporate consolidated shipping invoices and other invoices as assigned by Corporate Office Manager.
• Perform other functions as assigned by Corporate Office Manager that may include data entry, administrative support, and special projects.

Educational Requirements & Qualifications:

• Prefer at least three (3) to five (5) years experience as a receptionist in a comparable-sized environment.
• High School Diploma or GED required.