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Distribute incoming mail and prepare outgoing mail/package.
Process business traveling arrangement, hotel reservation, airport pickups, corporate housing management.
Supervision of housekeeping and janitorial controlling, ensure the front office is clean and safe.
Utilize knowledge of company operations, procedures, policies, and departmental functions in performing duties with minimum direction/supervision.
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies, including business cards and marketing collateral.
Collect and organize power point slides in preparation of Board and GM meetings.
Prepare expense reports for CEO and Executive Team members as requested.
Maintain logs for office equipment and badges; Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining inventories, evaluating new equipment and techniques
Schedule and set up meetings in Board Room and other conference rooms.
Maintain and update electronic meeting board with scheduled events.
Maintain and update company organizational charts.
Monitor Receptionist phone line, e-fax, and email. Forward messages to appropriate personnel.
Greet visitors and collect deliveries/packages from front office.
Log any help desk requests into the Zendesk tracking system.
Provide scheduling support by booking conference rooms for staff and preventing conflicts
Maintain office with landlord, including alerting to any repairs needed
Resolve customer service problems by clarifying the customer’s complaint, determining the cause of the problem, selecting and explaining the best solution to solve the problem, expediting correction or adjustment, directing to the appropriate staff member, and following up to ensure resolution
Use Microsoft Office tools and other computer software to generate reports, transcribe minutes from meetings, create presentations, and conduct research
Anticipate the needs of volunteers and clients in order to ensure their seamless and positive experience
Sort and distribute daily mail to various departments.
Organize, coordinate, and ship marketing material/giveaways and conference equipment.
Prepare outgoing mail and packages for FedEx and UPS shipments. Deliver mail to Post Office as needed.
Maintain postage machine and replenish postage as needed.
Submit service request to Property Management for various facility maintenance issues.
Accept all letters and packages; distribute them to their appropriate departments
Provide general clerical support (such as filing, typing, copying, binding, scanning etc.) as required; Supports all departments in the organization on an as-needed basis
Prepares various documents using Microsoft Word, Excel and PowerPoint.
Provides high level organization of the office, reporting, and filing systems
Reads, routes, and responds to routine and recurring items
Opens, and flags mail for Senior Executives’ immediate attention; initiates and composes correspondence
Manages complex and changing calendars and detailed travel planning
Prepares monthly, quarterly, and year-end documents/reports with timeliness and accuracy
Tracks and submits expense reports, check requests and other data as requested
Composes briefings, executive summaries, and reports
Schedule maintenance for CEO’s corporate residence and vehicle as needed.
Professionally administer all incoming calls.
Greet guests in a professional, friendly, hospitable manner.
Receives, sorts, and forwards incoming mail.
Handle daily petty cash needs and balance petty cash at month end.
Code garage invoices.
Ensure the front desk is neat, presentable, and equipped with all the necessary supplies
Respond to general inquiries including directing individuals to local chapters, providing product and service information, suggesting appropriate online resources, and handling customer service questions
Enter Refrigeration and HVAC install time-cards in the system and calculate hours.
Proof refrigeration and HVAC service time-cards.
Mail customer invoices.
Review monthly fuel bill and split into departments.
Prepare communications, such as memos, emails, invoices, reports and other correspondence.
Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
Assists administrators and executives with duties on an as-needed basis.
Assist in event planning, meeting setup and implementation.
Schedule appointments and maintain calendars.
Handle administrative requests and queries.
Perform a variety of clerical duties.
Responsible for ordering, receiving and dispatching office supply and equipment.
Responsible for ensuring that the front lobby is in compliance with all systems, control policies and procedures.
Office equipment inventory control management.
Interact with guests who have appointments, inquiries, or meetings with employees of the company.
Monitor, organize, and forward emails to the appropriate staff; Handle sensitive information in a confidential manner
Interface with various levels of management, customers, suppliers and employees to exchange information and take appropriate action promptly and effectively.
Provide executive support to employees when needed.
Provide Administrative support to the CEO, CFO, Corporate Counsel, HR and Contracts Directors.
Ensures efficient creation and distribution of reports, communications, and other critical documents
Identifies processes, system improvements, and communication protocols, to maximize the efficiency and organization of the executives.
Collect customer information and provide summary reports on customer needs
Develop, update, and document administrative systems and procedures to make them more efficient
Complete other general front office, customer service duties as assigned.
Edit, proof, and format proposals and other documents to support various lines of business.
Assign temporary visitor badges and maintain badge logbook.
Order food as needed for various office functions and meeting.
Order office and coffee supplies, maintain inventory, and replenish supplies as needed.
Answer multi-line phone and greets visitors; Acts as the company gatekeeper by screening phone calls and routing callers to the appropriate party.
Job Types: Part-time, Temporary
Pay: $19.00 – $27.00 per hour
Benefits:
- 401(k)
- Flexible schedule
- Paid time off
Schedule:
- Day shift
- Monday to Friday
Supplemental Pay:
- Bonus pay
- Commission pay
- Tips
Ability to commute/relocate:
- Mansfield, OH: Reliably commute or planning to relocate before starting work (Preferred)
Experience:
- Administrative Assistants & Receptionists: 1 year (Preferred)
- Customer service: 1 year (Preferred)
Work Location: One location