What are the responsibilities and job description for the Office Assistant / Receptionist position at Grass America?
This position will be responsible for handling front office reception with administrative duties. Includes operating the primary telephone console, answering phone calls, secures identity of callers and connects to proper parties, receiving visitors, registering individuals and issuing visitor badges, announcing and directing visitors to proper parties, maintaining required records. Responsible for handling company inquiries, sorting and distributing mail and flow of correspondence. Responsible for data entry of product sample orders and internal purchase orders. Assists by performing a variety of administrative support duties as time permits.
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Qualification Requirements To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. 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. |
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Minimum Qualifications · Associates or technical degree. · Two years of related experience. |
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Knowledge, Skills and Abilities · Good verbal communication and interpersonal skills -essential for collaborating with others. · Must be self-directed and flexible in working on multiple projects simultaneously. · Must be a team player and be able to interact with staff members in various departments. · Strong organization skills along with excellent oral and written communication ability. · High energy level and sense of humor essential. · Computer competency, ability to work within ERP system and Microsoft Office applications. · Must have familiarity with most types of modern office equipment including copiers, computers, phones and fax machines. · English fluency is essential. |
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Additional Desired Qualifications · Bi-lingual - English plus German or Spanish |
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Supervisory Responsibilities · None |
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Essential Functions · Greets customers warmly and professionally when answering and transferring telephone calls. · Assist customer with their issues and inquiries. · Greets and directs visitors to appropriate personnel and/or departments using switchboard. · Transfer overnight voice mail messages to appropriate personnel using codes and extension numbers. · Sorts and distributes mail to appropriate personnel and/or departments. · Edits copy and customer correspondences on an as needed basis. · Prioritizes, enters, monitors, and coordinates the activity of sales sample orders and files them. · Tracks the activity of sample orders. · Coordinates rush shipments of samples with shipping department. · Back up to Customer Service for order inquiries, stock inquiries, and general customer requests. · Assist the Product Replacement department by managing calls, service of replacement goods (ability to look up inventory). Sends replacements vendors contact information to end users.· Maintain daily announcement for Grass employees who are absent from work or who may be away on business. · Daily administration of purchase order requisitions – prioritization, data entry and follow-up. · Maintain Grass Info Web Inquiries routing to various departments or to a replacement vendor. · Works with IT/Facilities Manager in helping to monitor incoming traffic at the security gate. · Various other activities as requested by supervisor. |
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Physical Demands · Professional office environment · Largely a sedentary role; however, the employee may occasionally need to walk, stand, climb or balance; and stoop, kneel, or crouch. · The employee must be able to lift and/or move 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. |
