Office Support Specialist

Position Summary:

Provide comprehensive administrative support to all departments, regarding the day-to-day operations of the operating unit. Serve as a resource for the President, by providing information, answering questions and assisting with administrative projects as needed.

Job Functions:

• Plan, organize, and establish objectives and goals for projects assigned.

• Perform general administrative functions related to sales estimates, including typing quotes and responding to administrative needs of the sales force.
• Handle confidential, non-routine information, maintaining confidentiality with a high level of integrity
• Coordinate orientation efforts and assist in the onboarding of new hires
• Coordinate with Accounts Payable on filing or other administrative projects as required
• Develop periodic reporting tools and deliver ad hoc reports as needed
• Operate multi-line phone system and greet front office visitors

• Answer & route phone calls

• Handle incoming job applications

• Update daily check log
• Enter bank, EFT and credit card Deposits in Navision
• Luncheons & Meetings (order food and pick-up if necessary)
• Fill out Credit Applications

• Make travel arrangements as needed
• Create and prepare visual presentations as required
• Prepare expense reports
• Maintain common areas including conference rooms, reception area, kitchen- keeping area clean and stocked with snacks/beverages
• Maintain office supply inventory and order new supplies
• Responsible for office equipment (copiers, fax) operation and maintenance
• Assist with setting new hires up with ID’s and computers
• IT assistance as needed
• Sort and distribute incoming mail
• Update and maintain company directory
• Responds to building maintenance requests

• Perform other related duties as assigned  

Knowledge, Skills & Experience (Essential):

• High School Diploma or equivalent
• Knowledge of office-related practices and procedures
• Computer skills and knowledge of office software packages including Microsoft Office Suite
• Ability to speak, read and comprehend instructions, short correspondence and policy documents, as well as converse comfortably with associates
• Proficiency with Microsoft Word and Excel, including strong attention to detail  

Key Competencies:

• Superb communication skills
• Sound judgment and ability to make decisions
• Well organized; Adept at planning work and managing time
• Extreme attention to detail and high level of accuracy
• Initiative
• Integrity
• Adaptability
• Professional demeanor, including refusal to engage in gossip
• Willingness to learn
• Teamwork and collaboration

Occupational Health and Safety:

• Compliance with workplace policies and procedures for risk identification, risk assessment and risk control
• Active participation in activities associated with the management of workplace health and safety
• Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace

Working Conditions:

Physical surroundings : Office environment with typical office machines and exposure to noise and temperature.

Physical Effort: Extensive sitting, standing, walking. Repetitive keying, typing. Occasional lifting not to exceed 50 pounds

Travel : None

Hours: Subject to overtime