Job Description

SUMMARY

Manage front desk activities including providing exceptional customer service to incoming guests, answering and directing calls to the appropriate department/ personnel, distribute incoming and outgoing mail/parcels. Clerical assistance for Accounting and plant operations. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

This entry-level position works under the direct supervision of the Operations Manager in the performance of the following essential duties:

Front Desk:

• Welcome visitors and maintain visitor’s logbook
• Answer incoming calls in a timely manner and direct calls to appropriate associates 
• Retrieve and distribute incoming mail for both office personnel and outside employees
• Coordinate the pick-up and prepare express mail services (UPS, FedEx, etc.) and USPS envelopes 
• Accept incoming packages and distribute to the correct recipient
• Manage office supply ordering, receiving and stocking
• Maintain office, conference rooms and lunch room supplies
• Coordinate and schedule various vendors and tasks
• Light purchasing duties with selected/contracted vendors

Accounting:

• Scan paid invoice copies
• Maintain and prepare AP paperwork (invoices, packing slips, PO’s etc)
• Collect plants daily shipment logs in the morning

Other General Administrative Support: 

• Arrange business meetings 
• Prepare monthly expense report 
• Prepare reports and other criteria for traffic/logistics
• Other duties as assigned 

EDUCATION AND/OR EXPERIENCE

High school diploma or general education degree (GED) and 2 years related experience.

SKILLS

Language: Ability to read and interpret documents, write reports and correspondence, communicate effectively verbally and in writing. Ability to interact with employees and vendors in a professional manner. 

Computer: Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint. Knowledge of mailing sites (FedEx, UPS and Stamps.com), ShoreTel.

Other: Attention to detail and organizational skills are necessary. Must demonstrate ability to multi-task, work cooperatively and collaboratively as part of the team. Ability to work independently and with a team in a fast-paced and high-volume environment with emphasis on accuracy and timeliness.

CERTIFICATES, LICENSES, REGISTRATIONS:

None required. 

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is frequently required to use hands to finger, handle, or feel and talk or hear. The employee is frequently sitting and occasionally stands and walks. The employee must occasionally lift and/or move up to 30 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

While performing the duties of this job, the employee will work in standard office setting, at a desk. Frequently answering incoming phone calls and greeting incoming guests, using standard office equipment including computer (keyboard and mouse), printer, scanner and shredder . The noise level in the office is usually low to moderate. Employee may occasionally enter production area which has a moderate to high noise level. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.