What are the responsibilities and job description for the Reception/Administrative Support Specialist position at Ansay & Associates?
Job Details
Description
Position Purpose:
Under the direction of the HR Business Partner, this role provides cross-functional administrative support to help ensure efficient office operations and contribute to a productive and profitable organization. Key areas of responsibility include front desk coordination, accounts receivable assistance, human resources support, and event coordination.
Major Accountabilities
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit; talk or hear; and use hands to handle, or touch objects or controls. The employee is regularly required to stand and walk. On occasion the incumbent may be required to stoop, bend or reach above the shoulders. The employee may occasionally lift up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
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.
Description
Position Purpose:
Under the direction of the HR Business Partner, this role provides cross-functional administrative support to help ensure efficient office operations and contribute to a productive and profitable organization. Key areas of responsibility include front desk coordination, accounts receivable assistance, human resources support, and event coordination.
Major Accountabilities
- Provide administrative support to all departments – Personal Lines, Commercial Lines, Employee Benefits, and Support (Accounting, Marketing, IT and HR). Including, mail, calendar invites, meeting arrangements, etc.
- Reception duties – Answer, screen, and direct incoming calls in a courteous and professional manner.
- Greet and assist visitors, creating a welcoming and professional front office environment.
- Perform cashier duties, including issuing receipts and logging cash payments.
- Assist with meeting(s) preparations and logistics
- Process all incoming and outgoing mail – manual and electronic versions, including UPS & FedEx. Call in postage meter.
- Electronic scanning and routing of various documents and forms, including daily mail
- Ordering supplies, overseeing supply inventory
- Manage incoming bank mail and process bills related to shipping and courier accounts.
- Assist with the preparation and coordination of mass and special mailings.
- Provide support to the Accounts Receivable function by entering payments, tracking balances, and assisting with customer follow-ups.
- Assist the HR team with administrative tasks.
- Support planning and execution of internal events, including employee engagement activities and company celebrations.
- Perform other administrative duties and projects as deemed necessary
- Associates degree desired and/or equivalent work experience
- 2 years’ experience in providing administrative/office support
- Strong business acumen with a thorough and detailed approach
- Punctual, dependable and flexible
- Interact with staff (at all levels) in a fast-paced environment, with an elevated level of professionalism, organization and confidentiality
- Willingness to help customers, callers, visitors and coworkers, Courteous pleasant friendly nature
- Provide prompt, efficient and courteous service for customers by directing calls
- Command of the English language with pleasant and clear speaking voice
- Possess an attention to detail, independent judgment along with keen decision-making skills
- The majority of work will be done with the use of a Window’s based personal computer. Individual must possess solid working knowledge of the following computer software: Microsoft Office Suite (Word, Excel, PowerPoint & Outlook), Internet/Search engines and have the aptitude for learning new technology and software easily (i.e. IPads (Efficiency Apps), Zoom, Microsoft Teams, Electronic Whiteboards, Projectors)
- Due to the degree of interaction with people, must have excellent interpersonal communication skills, both written and verbal. Adept at establishing relationships with all parties involved, a team player.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit; talk or hear; and use hands to handle, or touch objects or controls. The employee is regularly required to stand and walk. On occasion the incumbent may be required to stoop, bend or reach above the shoulders. The employee may occasionally lift up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
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.
