Office Support Specialist

Job Description

Job Description

Hilton Displays is a fast-paced company that needs a professional, motivated & friendly Front Desk Administrator who takes pride in every task. Delivering a meaningful interaction with every person by phone and in person. The perfect candidate must be dependable and have a willingness to learn new tasks and processes.  This position is best suited for an individual who thrives in a multitasking role working with a variety of people.

ESSENTIAL FUNCTIONS:

1. Meet and greet guests and visitors in the lobby.
2. Answers all incoming calls on the main line, provides high-level customer support to caller’s inquiries, and routes calls to appropriate departments accordingly.
3. Receives and responds to customer questions in person, by telephone, and by email; responds to inquiries from employees, internal and external stakeholders, and when necessary, refers to the appropriate person or department.
4. Provides administrative support, including disseminating information or providing notifications; answers phones; provides information regarding policies and procedures; screens, responds to, and distributes mail as appropriate.
5. Process purchase orders, service orders, stand-alones, turnovers, and change orders.
6. Assist employees with travel arrangements including car, flights and hotel reservations.
7. Order supplies for the entire office.
8. Create purchase orders and work order packets for processing using Infor Visual
9. Manage insurance database for subcontractors as needed using Microsoft SharePoint
10. Organize and work independently on multiple assigned tasks/projects and complete assignments within specified deadlines. 
11. Requires excellent communication and organizational skills, and the ideal candidate should possess the ability to multi-task and pay attention to detail. 
12. Required to have prompt, regular attendance in-person and be available to work on-site during regular business hours and as needed.
13. Assists with planning and execution of special events such as organization-wide meetings, board meetings, employee recognition events, holiday parties, and retirement celebrations.
14. Work with all departments and levels within the organization as needed.

EDUCATION/EXPERIENCE:

• Required High School Diploma / GED. An Associate’s Degree (two-year college or technical school) in a related field is a plus.
• 1-2 years of clerical experience in a fast-past environment preferred 

SKILLS & ABILITIES:

• Proficient in Outlook, Excel, Microsoft Suite & Office Management Software (i.e. an ERP Manufacturing System)
• Familiarity with office management procedures and basic accounting principles
• Works well independently and in a team setting
• Exceptional listening, verbal, and written communications skills
• Excellent customer service skills
• Great attention to detail
• Must be available to work Monday through Friday, 8:00 AM to 5:00 PM.