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Job Descriptions:

GENERAL JOB SUMMARY:

The Administrative Assistant / Receptionist plays a vital role in supporting the Micro Systems, Inc. team and ensuring smooth operations across various departments. This position requires a detail-oriented individual who thrives in a collaborative environment and is eager to make a meaningful impact. The role is instrumental in maintaining a professional and welcoming environment while supporting administrative operations.

ESSENTIAL JOB FUNCTIONS:

+ Greet customers, visitors, and staff with a professional and courteous demeanor, efficiently managing the check-ins process

+ Answer and promptly route incoming calls to appropriate personnel or departments

+ Manage daily administrative tasks, including scheduling, organizing documents, and responding to inquiries

+ Coordinate team meetings and events, including preparing agendas and booking conference rooms

+ Assist in project management by tracking deadlines and facilitating communication as needed

+ Assist with expense reporting, invoicing, and basic accounting tasks

+ Liaise with vendors and clients, providing excellent customer service

+ Maintain a clean and organized reception area that reflects the company’s commitment to high standards

+ Assist with administrative tasks such as filing, data entry, and preparing documents or reports for meetings

+ Monitor and order supplies in collaboration with the procurement team

+ Cross functional resource supporting all departments as needed

+ Adhere to security protocols by managing visitor logs, conducting background screening of visitors, issuing access badges, and monitoring building entry procedures

+ Escort visitors to designated meeting areas when required, ensuring a secure and professional experience

+ Handle mail and deliveries, including sorting and distributing items delivered

+ Complete various tasks as necessary

SUPERVISORY RESPONSIBILITY:

+ None

Required Experience:

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

+ Strong background in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook.)

+ Excellent organizational and time-management skills.

+ Strong communication and interpersonal abilities.

+ Ability to work independently and as part of a team.

+ Ability to handle sensitive information with discretion and confidentiality.

+ Ability to read, understand, and follow instructions.

+ Ability to work in a fast-paced environment.

PREFERRED QUALIFICATIONS:

+ Prior experience in a front desk or receptionist role within a corporate or professional services environment

+ Familiarity with visitor management systems, badge issuance software, and multi-line phone systems

+ Experience with scheduling tools such as Outlook Calendar, or room booking platform

+ Knowledge of workplace safety and security protocols, including access control and visitor screening

+ Certification in MS Office or Administrative Professional desired

+ Demonstrated ability to manage sensitive information with discretion and maintain a high level of professionalism

+ Strong problem-solving skills and adaptability in fast-paced environments

EDUCATION AND EXPERIENCE:

+ Certification in MS Office or Administrative Professional desired

+ Minimum of 2 years of proven experience as an administrative assistant or similar role.

WORK ENVIROMENT / PHYSICAL REQUIREMENTS:

+ Primarily office environment: desk, telephone/headset, keyboard/mouse use, and one-on-one interactions with department personnel.

+ Routine sitting and using computer/telephone/copier equipment

+ Some walking and reaching.

+ Ability to produce accurate analysis and use good judgment in conducting responsibilities.

+ May be required to lift up to 25 pounds in accordance with safety training guidelines

#LI-Onsite

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY INDIVIDUALS ASSIGNED TO THIS CLASSIFICATION. THEY ARE NOT INTENDED TO BE CONSTRUED AS AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, DUTIES AND SKILLS REQUIRED OF PERSONNEL SO CLASSIFIED.

A REVIEW OF THIS CLASSIFICATION HAS EXCLUDED THE MARGINAL FUNCTIONS OF THE CLASSIFICATION THAT ARE INCIDENTAL TO THE PERFORMANCE OF FUNDAMENTAL JOB JUTIES. ALL DUTIES AND RESPONSIBILITIES ARE ESSENTIAL JOB FUNCTIONS AND REQUIREMENTS AND ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES TO PERFORM THIS JOB PROFICIENTLY. THE REQUIREMENTS LISTED IN THIS DOCUMENT ARE THE MINIMUM LEVELS OF KNOWLEDGE, SKILLS OR ABILITIES.

EEO/M/F/D/V

Keyword: administrative receptionist; assistant; admin; receptionist

Kratos Defense is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

Disability Accessibility Accommodation

If you require an accommodation to navigate or apply to our careers site, please send your request to [email protected] or call 858-964-2916. Any inquires not related to requesting an accommodation will be discarded.

Pay Transparency

The company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

Job Applicant Privacy Notice

For applicants in the EU and California residents, please review our privacy notice.

From: Kratos Defense