Posted in Other 30+ days ago.
Type: Full Time
Description
Position:
Administrative Support Specialist for General Office and Sales
Reports To:
Direct: Controller, (dotted line report): Sales Director
Department:
Administration
Date of last Revision:
01/02/2020
Basic Function/Job Description/Responsibility
Primary duties are receiving and transferring all incoming telephone calls. Administrative duties to include mailing, copying, scanning, distribution and collection.
Specific Major Responsibilities
- Receive all incoming telephone calls and transfer as required.
- Greet all visitors and make announcements for employees.
- Distribute incoming mail daily, for MSC and ES
- Scan and attach all invoices for accounting.
- Create and maintain secure spreadsheet of all employees, personal information, home address, and home phone and cell numbers.
- Maintain phone list of all extensions and cell numbers.
- Maintain postage machine postage, service and supplies.
- Maintain log sheet of postage purchased.
- Distribute faxes as received.
- Perform misc. mass mailings, including UPS shipments.
- Prepare express mail and certified mail as requested.
- Coordinate Service Seminars.
- Create and maintain attendee spreadsheet
- Correspond with customers/attendees with letters of invitation, enrollment forms, letters of confirmation and hotel information.
- Confirm payment received
- Prepare training manuals and other materials for class including name badges and certificates.
- Coordinate and cater meals.
- Arrange conference room scheduling and create welcome signs for visitors
- Arrange catering as required for company meetings.
- Order flowers as need arises
- Order business cards and stationary for ES and MSC
- Edit, proofread and assemble ES2000 Reach-In O & M Manuals. Including create warranty and binder label.
- Maintain inventory of office supplies, paper products, and kitchen and break room supplies including price comparison, coding invoices.
- Research pricing and order preprinted index tabbed dividers for all departments.
- Research pricing and order sales literature.
- Clean up and copy to disk archived job files.
- Scanning multiple folders that contain information to be saved to hard drive or emailed
- Filing Purchase Orders
- Various duties as directed by Controller or Sales Director.
Position Requirements
Computer skills utilizing Microsoft Office products (Word, Excel) required. Must be able to handle and prioritize multiple projects and meet deadlines. Excellent telephone and communication skills required. Strong organizational skills and professionalism required. Must be able to operate multi line telephone.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c).
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