Receptionist / Administrative Assistant

Job Title: Receptionist / Administrative Assistant

Addison Group is in search of a Receptionist / Administrative Assistant to help support our office in Nashville. The Receptionist / Administrative Assistant will be responsible for performing general administrative duties, as well as reception duties. This is the first point of contact for most clients and candidates with Addison; it is the voice and face of our company. Without the Receptionist successfully managing the phones and flow of office visitors (candidate interviews or client in-office meetings), the Recruiters and BDMs are not able to be successful.

Addison Group is a leading staffing firm based in Chicago, IL that specializes in connecting opportunities and candidates in Administration & HR, Engineering, Finance & Accounting, Financial Services, Healthcare, and Information Technology. Founded in 1999, Addison Group has now established a coast to coast presence, with 22 offices nationwide: Austin, Boston, Charlotte, Chicago (HQ), Cupertino, Dallas, Denver, Houston, Minneapolis, Nashville, New York, Oklahoma City, Philadelphia, Phoenix, Reston, Rockville, San Antonio, San Francisco, Schaumburg, Seattle, Tulsa, and Washington, DC. Visit our website to learn more: addisongroup.com

Named a Top 50 Fastest Growing Company, Addison Group continues to achieve success and growth while fostering a competitive yet team-oriented environment. Addison Group is an Inavero's Best of Staffing winner for the past six years. Addison Group is focused on organic growth-each year we promote people from within to open new branches and lines of business. Addison Group is a team-oriented work environment with a work hard/play hard atmosphere-Addison has been recognized by many publications as one of the top best places to work for the past five years. Visit our website to learn more: addisongroup.com

Responsibilities:

The position duties and responsibilities include, but are not limited to:

  • Meet and greet all visitors of office in professional and positive manner.
  • Answer and transfer inbound calls in timely manner, ensuring short on-hold time.
  • Managing flow of office visitors and heavy call volume in calmly and professional at all times.
  • Update and format resumes for both contract and direct hire candidate.
  • Coordination of interview rooms and testing computers to ensure short wait times.
  • Coordination of conference room calendars to ensure smooth scheduling between multiple groups.
  • Coordination of any additional meeting within the office, as needed.
  • Maintain reception area, interview rooms and testing areas in neat and clean fashion.
  • Receive and send out mail or packages
  • Other projects as requested by Addison staff
  • Coordinate with the Regional Administrative Manager for any new polices, updates, or changes to any internal process. Must remain up to date on changes and display knowledge of all aspects of the administrative role.
  • Type and word-process various documents and electronic information, including formatting resumes.
  • Maintaining the teams' postings on multiple job boards (Addison/Indeed/CareerBuilder)
  • Coordinate group meetings; provide support for any necessary detail - food, transportation, materials.
  • Communicate and provide information by relevant methods internally to the team you are supporting.
  • Run background checks using given criteria communicated through individual clients; Maintain communication with our background representative; Follow up with recruiters regarding drug screenings to ensure a timely completion.
  • Implement actions according to administrative policies and procedures.
  • Provide any reporting as requested for any management within the office.
  • Help with lead generation for teams supported.
  • Point of contact for any elevated issues among staff, verticals or vendors.
  • Oversee the onboarding process for temporary candidates by sending I9s, obtaining proper identification documentation, and following up to ensure all candidate's onboarding is completed
  • Assist candidates with any issues they may have regarding missing timecards, payroll, background checks/drug screens, etc.
  • Process unemployment claims and communicate with recruiters in order to collect all relevant information regarding the claimant and claim.
  • Assisting team members with various questions and concerns.
  • Implement actions according to administrative policies and procedures.
  • Other projects as requested by Addison staff.


Qualifications and Education Requirements
  • Professional oral and written communication skills
  • Experience in Microsoft Word


Individuals in this position work in a team environment, while being held accountable for meeting goals and deadlines. Admin must be results-oriented with a high sense of urgency and ability to work with a variety of personalities. Addison Group will provide you with the necessary training and professional career development you need to succeed in this position.

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