Part- time Administrative Assistant/Receptionist

Position Overview

This position is primarily to attend to visitors and deal with inquiries on the phone and face-to-face and directing them appropriately. Notifies company personnel of visitor arrival. Preform additional administrative responsibilities as assigned by customer service manager.

Primary Responsibilities

• Welcomes visitors by greeting them, in person or on the telephone; answering or referring to inquiries.
• Directs visitors/callers by maintaining employee and department directories, giving instructions.
• Deal with queries from the public and customers
• General tasks include filing, managing incoming and out doing mail, mail distribution, and coping.
• Assists company executives and administrators
• Oversee office supplies, organizing supply closet and keeping the breakroom organized and stocked
• Additional administrative responsibilities may include but are not limited to:
• Quarterly Gap Analysis Reporting
• Bill Back Processing from a distributor to a manufacturer client. (processing bill back within each client's requirements)
• Making file folders for new employees, broker contracts, Accounts Payables
• Make copies of checks and scan to reconciliation email then file checks
• Scan incoming invoices. Filing payables and p-clearing invoices

Candidate Qualifications and Competencies:

• Telephone Skills Effectively manage incoming and outgoing calls with professionalism and efficiency, ensuring clear communication and appropriate call handling procedures.
• Verbal Communication Communicate clearly and confidently with customers, team members, and stakeholders to convey information, resolve issues, and provide exceptional service.
• Microsoft Office Skills Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) for creating documents, managing data, and supporting administrative functions.
• Professionalism Maintain a positive and respectful demeanor, demonstrate reliability and ethical behavior, and represent the organization with integrity.
• Customer Focus Prioritize customer needs by providing attentive, personalized service and resolving concerns promptly to enhance customer satisfaction and loyalty.
• Organization Manage time and tasks effectively, maintain accurate records, and ensure a structured approach to day-to-day responsibilities.
• Informing Others Keep team members, supervisors, and clients informed through timely and relevant updates, ensuring transparency and alignment.
• Handles Pressure Perform efficiently in high-demand environments, maintaining composure and productivity under stress or during peak workloads.

Qualification/Professional Skills:

• High School diploma/ GED- A minimum of a high school education or equivalent is required to ensure basic academic proficiency and the ability to perform essential administrative tasks.
• Must consistently present a polished, well-groomed appearance and maintain a courteous, respectful demeanor. As the first point of contact for visitors, clients, and staff, the receptionist sets the tone for the organization's image and is expected to embody its values and professionalism at all times.

What to Expect

• Work Schedule: Monday to Friday, 8AM-5PM
• Gain invaluable hands-on experience in a collaborative and innovative environment.

Physical Requirements/Working Conditions:

• The candidate must be able to perform the essential functions of the job.
• Work may be performed in an office, warehouse or restaurant environment.
• Stand for extended periods of time, walk, bend, stoop, or climb.
• May have possible exposure to dust and may require the ability to lift and/or push up to 50 pounds.

Pay Range: $18-$22/hr

The Affinity Group is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided on the basis of qualifications, merit, and business need.