Job Description
Job Description
Summary :
Overall responsibilities include creating a positive experience for staff and guests including in-person greetings, handling telephone calls, and administrative support. This person will help to support leadership, identifying places to assist with data entry, event planning, scheduling, and other administrative tasks. Also responsible for assisting with accounting tasks.
Key Responsibilities & Essential Functions :
Welcome / greets clients, tenants, customers, vendors, subcontractor, employees, visitors – anyone who comes into the office with a smile and pleasant attitude and demeanor.
Professionally answers calls to the main number, answering routine questions, taking messages and / or routing calls to the proper individual. Should make every effort to help the customer or get as much information as possible to help the person receiving the caller.Upkeep of Office :Maintains a clean and professional look of the front reception area to ensure a good first impression with those who come into the office.
Ensures the conference rooms are picked up, chairs pushed in, water is stocked, resources are working, etc. Completes a walk-through prior to meeting with external people and afterwards.Maintains orderliness of office environment including, presentation of conference rooms, cleanliness of breakroom, inventory levels of consumables in breakroom, loading of copier paper, and other administrative support as requested.Office / Department SupportProvides administrative assistance to the leadership team as needed.
Assists with the following accounting duties : accounts payable, AP invoice forwarding & assisting with AP automation process for invoicing, depositing checks, and assisting with delivery paperwork for customers and AR parts invoicingSupports mail distribution by opening, sorting, and distributing daily mail including scanning & forwarding any AP invoices to AP mailboxPerforms a broad variety of administrative tasks including, but not limited to : coordination of meeting schedules, reserving conference rooms, editing, proof-reading, document preparation and formatting, communicating with the staff, travel planning, and keeping and maintaining files.Maintains office inventory of supplies and coordinates ordering as needed.Decorates the office for holidays as needed.This position is expected to present a professional, businesslike image to clients, visitors, customers and the public. Acceptable personal appearance is an ongoing requirement of employment.Performs other duties as assigned.Critical Success Factors :
Customer Focus : Able to demonstrate a high level of service delivery; do what is necessary to ensure customer satisfaction; deal with service failures and prioritize customer needs.Communication : Able to clearly present information through the spoken or written word; read and interpret complex information; talk with customers or clients; listen to understand.Active Listening : Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.Team Work : Able to share due credit with coworkers; display enthusiasm and promote a friendly group working environment; work closely with other departments as necessary; support group decisions and solicit opinions from coworkers; display team spirit.Relationship Management : Able to develop rapport with others and recognize their concerns and feelings; develops constructive and cooperative working relationships with other and maintains them over time.Organizes, Plans, and Prioritizes Work : Develops specific goals and plans to prioritize, organize and accomplish work. Communicates expectations and status updates.Self-starter / Manages Self : Able to motivate self by setting daily / weekly goals leading to overall goals; manages time and prioritizes work; energetic, individual who approaches challenges with enthusiasm and a positive attitude.Professionalism : Conducting self with ethical decisions; creates a positive brand of self and company through written and spoken communication; limits profanity.Stress Tolerance : Job requires accepting criticism and dealing calmly and effectively with high stress situations.Job Requirements / Specifications :
High school diploma or equivalent required; College degree preferredProven excellent communication skills2 years of customer service experience, 1 year telephone experienceAbility to create and maintain positive relationships internally and externallyStrong time management skills and ability to multi-task and balance conflicting prioritiesAbility to set up systems and remain organizedDemonstrated ability to handle confidential information appropriatelyStrong sense of urgencyAbility to work independently combined with excellent interpersonal skillsProfessional, pleasant, trustworthyProficient with MS Office (Word, Excel, PowerPoint)Must possess ability to learn Global Shop systemKnowledgeable of Life Line product lineThe above statements are intended to describe the general nature and level of work being performed by an incumbent. They are not intended to be an exhaustive list of activities, duties or responsibilities. Incumbents may be asked to perform other duties as required.
