Office Support Specialist

Position Summary:
The Office Support Specialist is responsible for providing exceptional customer service, managing front-desk operations, and supporting back-office administrative tasks. This role requires strong organizational skills, attention to detail, and the ability to multitask effectively. The Office Support Specialist acts as a central point of contact for internal and external stakeholders, ensuring smooth office operations and excellent customer experiences.

Key Responsibilities:

1. Customer Service:

   • Greet and assist customers, visitors, and clients in a professional and friendly manner.
   • Handle inquiries via phone, email, and in-person, resolving issues or directing them to the appropriate team member.
   • Maintain a high level of professionalism and ensure excellent customer satisfaction.

2. Receptionist Duties:

   • Manage front-desk activities, including answering calls, taking messages, and scheduling appointments.
   • Monitor and maintain the cleanliness and organization of the reception area.
   • Ensure security protocols are followed for visitors and staff.

3. Administrative Support:

   • Perform data entry, filing, and record-keeping tasks to maintain accurate and up-to-date office documentation.
   • Assist with scheduling, travel arrangements, and calendar management for team members as needed.
   • Prepare reports, presentations, and correspondence as directed by management.

4. Office Coordination:

   • Order and maintain inventory of office supplies and equipment.
   • Coordinate with vendors and service providers for office maintenance and repairs.
   • Ensure smooth day-to-day office operations by proactively identifying and resolving potential issues.

5. Back-Office Functions:

   • Process and organize incoming and outgoing mail, including courier services.
   • Support billing, invoicing, and other basic financial processes in coordination with the finance team.
   • Assist in organizing and maintaining customer and vendor databases.

6. Team Collaboration:

   • Serve as a liaison between departments to ensure clear communication and coordination.
   • Support team projects by providing logistical and administrative assistance.

Qualifications:

• High school diploma or equivalent; an associate degree in business administration or a related field is a plus.
• Proven experience in customer service, reception, or administrative support roles.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office management tools and systems (e.g., CRM, scheduling software) is preferred.