Office Assistant

Office Assistant

The Office Assistant provides administrative support and assistance regarding incoming calls, visitors, and correspondence.

Job Duties & Responsibilities:

• Greet all visitors and notify parties of visitor arrivals
• Ability to effectively monitor and communicate with guests and staff verbally and in writing.
• Monitor visitor access and issues passes when required
• Assist the Facility Director with completing daily, weekly, monthly, quarterly, annual reports and projects
• Answers all incoming calls to the switchboard directs calls appropriately
• Accepts, logs and distributes all inbound UPS/FedEx/DHL packages
• Sets up all non-warehouse outbound UPS/FedEx/DHL packages for shipment including RMA labels
• Has complete ownership of the mail room including stuffing, metering and securing all outgoing mail; maintaining envelope inventory and coding invoices for A/P. Assists Divisions with direct mail campaigns to include stuffing, labeling and metering outbound communications
• Sorts and delivers inter-company mail to a central location at each company/functional area
• Orders business cards
• Orders janitorial and office supplies for all companies as needed.
• Assisting with organizing office events, workshops, or meetings. Ensure meeting room setup meets expectations per event.
• Maintains snack room inventory, prepares snack and drink carts for FMU and FCG lunches/meetings, and orders snacks and drinks as needed
• Ordering and coordination of lunches/catering for business meals along with setup.
• Manages all aspects of company fleet including registration and servicing
• Orders bereavement/sympathy flowers and donations per guidelines
• Reconciles monthly wire transfer reports in coordination with Corporate Finance
• Handle sensitive information with discretion and maintain compliance with privacy policies
• May assist with employee onboarding including office tours
• Support facility safety goals and objectives
• Punctuality, accuracy and the ability to meet deadlines is required
• Reliable attendance a must
• Other duties as assigned

Knowledge, Skills & Abilities:

• Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Customer Service - Knowledge of principles and processes for providing customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Basic Language Skills - Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations, to customers, clients, and other employees of the organization.
• Minimum Math Skills - Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
• Basic Reasoning Ability - Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
• Computer Skills - Microsoft Office Suite

Education and/or Experience:

• High School diploma or GED
• Minimum 3 years strong office and facility administration experience in a fast-paced environment

What we offer you:

• Comprehensive benefits package (Health, Vision, Dental, and More) starting day 1
• Free onsite clinic
• Free life insurance
• 401k match up to 4%
• Paid time off and 11 holidays.