Front Office Administrator

Summary The Front Office Administrator is the first point of contact for Minnesota Air customers, vendors, and visitors. This position's primary responsibility is to operate the multi-line phone system in a professional, courteous, and efficient manner while providing exceptional customer service. In addition, this position is responsible for supporting front-office operations and assisting the Marketing team with administrative and marketing-related activities. Duties/Responsibilities Answer and manage incoming telephone calls in a professional and courteous manner; assess caller needs and direct calls appropriately, take and relay messages, or route calls to voicemail when necessary. Answer incoming emails from the general email inbox. Greet employees and visitors; determine the purpose of the visitor's visit and direct or escort them to the appropriate location. Prepare all outgoing mail for postage using the most cost-effective option available. Receive mail, documents, packages, and courier deliveries and distribute items. Perform front office equipment (copier, postage machine, etc.) updates, schedule maintenance to ensure usability by coworkers, and order supplies. Maintain office supply inventory by monitoring stock levels, ordering standard and requested items (with management approval), and ensuring supplies are organized and readily accessible. Maintain inventory of beverages and related supplies; order as needed and ensure beverage coolers in the conference room, training room, and café are fully stocked, organized, and ready to support employee, customer, and training activities. Fulfill and maintain promotional inventory. Support Customer and Company events (ordering, organization, and preparation) Track and correspond with customers on co-op use and approval. Track, processes, and correspond with customers’ literature requests. Perform monthly and weekly reporting. Perform administrative and clerical support tasks as needed, such as filing, photocopying, collating, and stapling. Work on-site, M-F, 8:00 am – 5:00 pm. Participate in continuous learning and development through training initiatives such as MN Air University, HR programs, tech-support courses, webinars, or other job-related trainings to foster continuous learning and development mindset. Performs other related duties as assigned, including special projects assigned by the dept manager. Benefits Medical, Dental, Vision, Hospital Indemnity, Critical Illness, Accident, and Life Insurance Employer HSA Contributions Employer 401(k) Match Employer paid Life Insurance Profit Sharing Program Referral Bonus opportunities Paid Family Leave Paid Time Off Volunteer Time Off – 8 hours Paid Company Holidays – 8 days Floating Holiday – 8 hours Requirements Required Skills/Abilities Proficient with Microsoft 365 Suite. Strong customer service skills with a professional, welcoming approach in all interactions, including in-person, phone, and written communication. Experience with HubSpot CRM (preferred). Education and Experience Minimum of two years of post-secondary education or equivalent training from an accredited institution. One to two years of experience in an office support role. Experience working in the HVAC industry (preferred). Equivalent combinations of education and experience will also be considered. Physical Requirements The noise level in the work environment is usually moderate. Sources of noise include computers, phone calls, front door foot traffic and conversations pursuant to working goals. Occasionally lift up to 50lbs. Minnesota Air, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, status as a qualified individual with disability, or any other category that may be protected by law. #J-18808-Ljbffr