2025 AGS Naknek - Front Desk Administrative Assistant

GENERAL DESCRIPTION:

The Front Desk / Administrative Assistant performs a range of administrative support work including, but not limited to, greeting guests, answering phones, responding to general email, distributing mail and preparing outbound mail, ordering office supplies, keeping common areas organized, scanning invoices, indexing invoices and purchase orders in the document retention system, maintaining paper and electronic files, and reconciling vendor statements.  Performs a wide range of administrative support functions as needed, internally and across sister organizations.  Other duties as assigned. This position is a salaried, non-exempt position (paid overtime) and reports to the VP, HR & Administration with dotted line reporting to the AGS Assistant Controller.

RESPONSIBILITIES:

• As a public facing employee for the organization, ensures all interactions with our guests, employees, vendors, and customers are positive and professional.  Responds to general inquiries (in person, email, phone), answers and routes calls, welcomes guests, and provides a warm and welcoming atmosphere.
• Sorts and processes inbound and outbound mail and deliveries.  Once the office relocates to Edmonds, walks daily to the post office to handle all mail transactions (the post office is located two blocks away).
• Provides ongoing administrative support across departments and sister companies.  These may change as business needs change.  Scans and indexes invoices and purchase orders in the document retention system, maintains paper and electronic files, and reconciles accounts payable vendor statements.
• Orders and maintains the inventory of office supplies.
• Interfaces with service and maintenance vendors.  Schedules building services.
• Supports the office staff by keeping common areas tidy and organized, brewing coffee, and running dishwashers.
• Works to continuously improve processes and documentation.
• Develops long-term professional working relationships with employees, vendors and customers.
• Represents the company professionally and appropriately in interactions with others.
• Maintains accurate, compliant and organized paper and electronic business records.
• Other duties as assigned.

REQUIRED QUALIFICATIONS:

• Positive and professional demeanor.
• Working knowledge of Microsoft Office (Outlook, Excel, Word, PowerPoint).
• Ability to answer phone calls and greet guests.
• Interest in learning business functions such as accounts payable, general ledger, HR, and operations.
• Excellent attention to detail.
• Ability to perform multiple tasks concurrently and respond to emergent situations effectively.
• Ability to work independently with minimal supervision.
• Influential, collaborative, professional demeanor. Effective oral and written communications.
• Willingness and ability to work on site in the office five days a week.
• Ability to walk to and from the post office (two blocks away) and lift and carry packages (up to 25 lbs) and mail.
• Consistent and reliable attendance is an essential function of this position.

HELPFUL, BUT NOT REQUIRED:

• Accounts payable and/or purchase order experience.
• Alaska seafood industry experience.
• Experience with DocLink, Sage, GP.

BENEFITS:

• Vacation  – Accrues at a rate of two weeks per year for new employees, with increased paid time off based on years of service.
• Paid Holidays – Eleven paid holidays provided.
• 401(k) Plan – Eligible to participate after one year of service, working 1,000 hours and attaining age 21.  Employer match of up to 2.5% of gross pay, fully vested after four years of service.
• High deductible health insurance plan provided at no cost to employees.  Health Savings Account (HSA) for employee-directed payroll deductions.
• Life Insurance provided by the employer.
• Long-Term Disability provided by the employer.