Description
The office administrator will be responsible for assisting in clerical responsibilities for the facilitation of the office, such as ordering supplies and managing vendors. Responsible for answering the company phones and greeting visitors. Serve as the first point of contact for new visitors and callers to the company.
DUTIES AND RESPONSIBILITIES
- Answer the phones in a friendly, helpful, and efficient manner.
- Greet visitors, vendors, customers, applicants, etc. and direct them to the appropriate company personnel.
- Keep track of the whereabouts of key personnel and process their calls and messages.
- Open and distribute company mail.
- Comply with company policies and procedures.
- Maintain vendor files.
- Additional duties as assigned by management.
Key Qualifications & Skills
- Organization & Multitasking: The ability to manage multiple priorities and deadlines in a fast-paced environment. Possess a keen eye for detail.
- Technical Literacy: Knowledge and ability to use various computer programs and applications. Proficiency with office software (Microsoft 365) and the aptitude to learn new systems.
- Communication: Excellent verbal and written communication skills to interact with staff, vendors, and clients.
EDUCATION and/or EXPERIENCE
- Post-secondary educational degree in HR or business related field (2 to 4 year degree from college, university, technical-school, military, vocational or other advanced educational institution) is preferred.
- Candidates are PREFERRED who offer the following:
Bi-lingual (Spanish)
Experience in manufacturing environment
At least 6 or more months of experience as a front desk receptionist
Two or more years’ experience with MS Word and knowledge of MS Excel
Self-motivated; ability to work with minimal supervision
LANGUAGE SKILLS
Ability to communicate effectively with customers and employees of the company.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, volume, and net present value.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
TECHNICAL SKILLS
Computer literate (MS Office including Word and Excel)
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the functions of this job.
PHYSICAL DEMANDS
Employee is regularly required to walk and talk and hear. The employee is frequently required to stand; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to sit. Vision requirements include: close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
PERFORMANCE MEASUREMENTS
Operating standards - The employee will need to meet or exceed the Operating Standards set in the areas of quality, cost, safety, planning, customer satisfactions, supervision, efficiency, and productivity. Such standards will be set annually and communicated to the manager.
Personal growth - Each year there will be professional goals developed and agreed to by the manager and supervisor.
Employee relations – The employee will be evaluated regarding his/her behaviors associated with appropriate human interaction, respect, and communication.
Creativity – This will be evaluated by how active the employee is in participating in advancing the business through new and innovative ideas.
