On-Site Administrator

Description

SUMMARY:

The On-Site Administrator will be responsible for front desk coverage within the Offices Building during scheduled hours as well as serve as a central hub of organizational and internal communication for the brewery’s on-site spaces. This includes various administrative tasks such as receptionist duties, greeting visitors at the brewery, and general administrative support, but this position also supports various departments and assists with events. The On-Site Administrator is often the first point of contact for guests, whether in person, on the phone, or via email, and is expected to conduct themselves professionally and always make a great first impression. This position reports to the Human Resources Manager.

RESPONSIBILITIES AND JOB DUTIES:

General Administrative

• Ensure lobby and reception areas in Offices Building are kept organized, clean, and representative of Summit Brewing’s quality standards.
• Professionally greet all persons entering the facility, determine the nature of their visit and inform brewery personnel or show them to a specific destination within the brewery.
• Efficiently answer incoming phone calls and emails; route to the proper channel to maintain high customer satisfaction.
• Receive and promptly reply/forward all messages received to info@summitbrewing.com and frontdesk@summitbrewing.com
• Mail and/or package deliveries/shipments: Receive all incoming mail and packages and notify/distribute appropriate employees, prepare and send mailings on behalf of Summit Brewing Company, including any necessary overnight or couriered shipments.
• Order/accept/approve all requests and invoices for all office supplies, business cards and stationery.
• Ensure all manuals, guides, FAQs database, and lists pertaining to the On-Site Administrator are kept current, organized, and accurate.
• Point of contact in Offices Building for employee beer sales 

Internal Organization and Communication

• Approve/deny reservation requests for various conference rooms while maintaining accurate reservation calendars.
• Manage and monitor relationship with building cleaners ensuring contract is adhered to and billing is accurate
• Central hub for internal organization and communication for brewery’s on-site spaces.
• Manage and schedule annual on-site flu-shot clinic, coordinating with production schedules

Customer Experience Department

• Assist with oversight, organization, setup/teardown, and merchandising in on-site spaces for meetings/parties/events
• Web Store and Gift Shop responsibilities: Package and ship orders, update inventory counts, upload new products
• Occasional weeknight event coverage, when necessary

Other

• Accounting Department responsibilities: AP/AR – enter all invoices for payment and bill distributors; Monitor AP folder to distribute invoices for approval, Reconcile expense reports on a monthly basis
• Open and Close the Training Room bar: clean and sanitize bar top, tables, glasses; ensure the kitchen is clean, orderly and glassware is well stocked; connect/disconnect kegs
• Monitor first aid kits to ensure supplies are replenished; take inventory and order supplies as needed
• Other duties as assigned

Requirements

REQUIREMENTS AND QUALIFICATIONS:

• Previous administrative and/or customer service experience strongly preferred
• Must be willing and able to work occasional weeknight events
• Ability to regularly and effectively interact with employees and guests of various backgrounds
• Proficiency with Microsoft Office (Excel, Word, PowerPoint, etc.) required
• Strong analytical, organizational and problem-solving skills as well as the ability to multi-task and prioritize responsibilities
• Excellent written and verbal communication skills

PHYSICAL/ENVIRONMENTAL REQUIREMENTS:

• Able to sit or stand for the length of a workday and/or prolonged periods of time.
• Able to read, follow and communicate concise instructions in both verbal and written forms.
• Able to work in a manufacturing environment (moderate to loud, hot, humid, cold, slick, etc.) and within conditions typical of both indoor and outdoor environments (cool, warm, hot, humid, wet, etc.)
• Ability to stand and walk up to 50% of the time
• Able to frequently push, pull, lift and/or move objects up to 10 pounds; occasionally push, pull, lift and/or move objects up to 50 pounds; sporadically push, pull, lift and/or move objects up to 160 pounds.