Basic Function: The Administrative Assistant maintains a professional, functional, and clean environment throughout the office building, manages the reception area, and performs administrative functions for the various teams located in the facility, including sales, business development, marketing, and human resources.

Significant Responsibilities:

Performs specific job responsibilities:

• Greets and directs visitors appropriately, professionally, and with attention to employee safety and building security; handles incoming calls in a professional manner;
• Maintains the front desk and lobby area to promote a professional environment;
• Serves as the primary contact for vendors providing building support: coordinating janitorial staff, contacting and scheduling regular maintenance of the facility; contacting and scheduling emergency services as needed. Vendors include HVAC, electricians, plumbing, and others providing office equipment support;
• Interface with the building owner as necessary (and usually with direction from the Manager);
• Support sales, business development, marketing with research, outbound customer development, and inside sales
• Ensures that conference rooms, break rooms, and restroom supplies are replenished for regular use;
• Maintains the janitorial supplies;
• Performs general administrative duties including creating documents, data entry, and filing; opens the mail and assists with requests from other OCC locations;
• Provides HR and employee support by coordinating special events (obtaining quotes and ordering food and supplies, posting employee notices, scheduling team members to help in set up and tear down).

Promotes OCC’s service excellence and quality. Provides excellent service to customers; builds strong relationships and team cohesiveness; focuses on quality and positive solutions; communicates respectfully; demonstrates compassion and understanding in response to customer requests/needs.

Champions OCC’s mission, vision, and values (as detailed in our 15 Essential Points of Success); complies with policies and procedures, ethical standards, and Code of Conduct.

Job Scope:

• Organizational Responsibility: Primary contact for administrative and facility needs.
• Communications: Primary contact for vendors providing building support; greeting visitors and working with all departments
• Confidentiality - understands the importance of confidentiality as appropriate
• Financial Responsibility - minimal
• Judgment - professionalism and error-free work is imperative when dealing with visitors and callers
• Compliance - minimal but must understand ISO and SOX requirements appropriately
• Travel - none

Minimum Qualifications Required:

Education: HS Diploma or GED

Experience: Prefer 6 months experience working in an office environment handling similar functions

Licensure, Certification and/or Registration:

Other Minimum Qualifications: Effective interpersonal, communication, and teamwork skills; must maintain professional demeanor at all times; punctuality is imperative to provide necessary coverage of the front desk

Essential Skills, Abilities & Knowledge: Excellent oral communication skills are required with the ability to speak clearly and distinctly, and to project a courteous and helpful demeanor with calls and visitors. Ability to read and follow basic instructions (written and spoken primarily in English) and to understand and implement appropriate quality procedures. Beginner to intermediate-level computer skills with the ability to use Microsoft Word and Excel to create documents and basic spreadsheets. Ability to work in a team environment with minimal supervision. Ability to judge situations for safety and security and to react appropriately; understand the team of employees available to provide back-up or emergency assistance.

Working Conditions: This is sedentary job which requires a sighted individual (corrected as appropriate) with normal hearing (correct to normal ranges) in order to utilize computer, phone and to interact with callers/visitors. Knowledge of the English language to facilitate written and oral communication. Computer and phone usage requires sufficient manual dexterity. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Note: This job description is only meant to be a representative summary of the major responsibilities and accountabilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.