Office Assistant

SUMMARY

This position performs front desk responsibilities to include answering incoming calls, scheduling appointments, mail distribution, reserving the conference room along with audio visual setup, and receiving incoming visitors and guests arriving at the company headquarters. This position is also responsible for handling organizational and clerical support task to include receiving and deliveries and shipping materials, ordering all office supplies, and managing office supply inventory, along with maintaining specified inventory levels of office and other supplies.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Assumes all front desk duties while serving in that capacity; including but not limited to:

As the first contact with the company, represents the company in a professional and helpful manner.  Establishes a positive image for the company.

Answer the phone with a cheerful and pleasant greeting.

Receives incoming calls to company phone lines.  Determines nature of call and either routes to appropriate person or records message for later action.

Receives visitors to company headquarters.  Determines nature of business and contacts appropriate employee or department.  Assures that visitors are properly signed in and escorted within company policy and practice.

Receives parcel deliveries and mail sent to company headquarters.  Assures that parcels are delivered correctly to the appropriate personnel.

Manages the courier for the office.  Remain alert to any suspicious packages or parcels delivered to office.

Ship equipment such as computer hardware and company paraphernalia to out of state locations.

Make reservations for the conference rooms.

Handles the setup and maintenance of audio-visual system.

Maintains adequate supplies (i.e., break rooms, mail room, drinks, etc.), including office and/or mailing supplies, coffee, etc., as designated.  Places orders with various vendors to ensure supply levels are always adequate.  Prepares a monthly report documenting all supply/inventory levels.

Track equipment deliveries and specifications of each asset.

Manages all office supply orders.

Provides administrative support to the Vice President of IT, DEI & Office Services.

Handles all outgoing and incoming mail including managing the postage machine.

Places service calls to vendors and/or contractors regarding company equipment or other required maintenance; receives and routes service personnel to proper location in building. Manages a log noting when the calls come in and the services are completed.

Monitors costs for shipping and courier charges and recommends the most cost-effective methods of delivery.

Prepares all office related invoices through the accounting system and completes approval process within the noted timeframe.

Assists with the completion of various administrative and other special projects on an as needed basis.

Performs work in a safe manner and actively encourages others to comply with safety rules and regulations.

Decision-Making Authority:

Position would normally be responsible for carrying out assigned responsibilities with only general supervision. Issues that may require interpretation of policy or might have significant impact be referred to the Executive who manages this role.

Position does not have any formal supervisory responsibility.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty without constant oversight and follow-up. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The individual must be willing to work M-F from 8am – 5pm with no flexibility.

Education/ Previous Experience:

High school diploma.  Additional post-secondary education or training is highly valued.  Prior experience as a receptionist or Office Assistant is a plus.

Specific skills required:

Exceptional interpersonal skills; professional appearance; proper pronunciation and excellent oral and written communication skills are required.

Basic skills in office automation software, including Microsoft office, spreadsheets, email, etc.

Additional computer skills in presentation or database software helpful.  Well-developed speaking, writing, and telephone skills.

Language Skills:

Advanced written and verbal communication skills.  Ability to read, analyze, and interpret general business correspondence.  Create correspondence and memos; ability to interpret documents.  Ability to effectively communicate information individually and in group situations to customers, co-workers, and staff.  Must be approachable and effective with communicating with all levels in the organization.  Prefer candidates who are bi-lingual.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability:

Ability to apply reasonable understanding in carrying out instructions in written, oral or diagram form.  Ability to define problems, collect data, establish facts, and draw valid conclusions.  Data entry skills with accuracy.  Exceptional project direction skills.  Excellent organizational and record keeping skills.  Attention to detail. Strong service orientation.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Travel

No travel required.