Office Operations Specialist at LTI, Inc. in Mt Vernon, Washington

Job Description:

LTI, Inc. seeks an experienced Office Operations Specialist at our Mount Vernon office.

This position is a key member of the team, supporting the executives, operations and service centers system-wide by performing various administrative tasks as well as working with our customers. Strong communication and customer service skills; ability to work independently, as well as be a team player is required.

Please include a resume and cover letter with your application.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

 

Event Planner

• Coordinates the Company Picnic including working with vendors, employees and customers


• Coordinates the Everyday Hero events for all regions working with operations personnel


• Coordinates manager meetings including travel, lodging, meeting facilities and meals

                       

Corporate Travel

• Manages corporate travel program


• Responsible for airline bookings and ticketing of all company travel, including flight research and correspondence with travelers


• Responsible for lodging, and transportation booking including research and correspondence with travelers

 

Office Operations Customer contact

• Coordinates customer requests for documentation and information, such as load sheets, bill of lading, delivery receipts and purchase order numbers


• Requests missing documentation or information from service centers


• Prepares billing invoices, backup or special billing reports to send to customers


• Works with system downloads and excel spreadsheets


• Performs associated data entry and quality control functions

 

Receptionist

• Operates the office phone system


• Greets and interacts with customers, vendors and employees. Maintains visitor log sheets.

General Administrative Support Functions

• Processes incoming and outgoing mail as well as courier packages


• Assists with miscellaneous correspondence, reports, and various annual projects


• Manages document storage and disposal processes


• Orders office supplies for general office, and researches special item orders


• Assists with planning and coordinating of quarterly and annual meetings


• Supports preparation of Quarterly Business Reviews

 

Facility Maintenance/Housekeeping

• Maintains office equipment such as printers, copy machines, fax machine, installs ribbons, toner, as required and arranges for repair/service when requested


• Maintains conference rooms, computer room and general areas for neatness/cleanliness, organization and configurations


• Arranges building maintenance when needed


• Manage the company cleaning vendor(s) and ensures they are meeting expectations

 

Other Duties: Provides executive and operational support as requested. Other duties may be assigned.

 

To perform the job successfully, an individual should demonstrate the competencies below:

• Advanced computer skills: Proficient in Microsoft Suite, use of data analysis tools, excel pivot table tools, vertical lookup, data tools, Macros, converting external data, etc.

 

• Professionalism/Ethics: Reacts well under pressure; upholds our organizational values and treats all others with respect.

 

• Accountability/Dependability: Takes responsibility for own actions and is committed to hours of work required necessary to accomplishing established goals. Predictable and consistent attendance required.

 

• Innovation: Displays original thinking and creativity and has the ability to present ideas as well as information in a manner that garners the attention of others.

 

• Experience: Using Accounting and Data Management Systems and has working knowledge of report running, data extraction and data format conversion from mutual systems.

Qualifications

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION and/or EXPERIENCE: AA degree from two-year College or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

 

LANGUAGE SKILLS: Must be able to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Must be able to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, customers, vendors, and the general public.

 

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent.

 

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables where only limited standardization exists.   Ability to interpret and follow a variety of instructions furnished in written, oral, diagram, or schedule forms.

 

OTHER SKILLS and ABILITIES: Ability to operate a personal computer using Microsoft Office products such as Excel, Word and One Note. Works with IT to make sure phones, network, fax, printers and copiers are working properly.

 

PHYSICAL DEMANDS: The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job an employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch.

 

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

 

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

The noise level in the work environment is usually moderate.

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