About this position
- JOB SUMMARY
The main focus of the Administrative Support Specialist is to provide a high level of customer service internally and externally in keeping with the company culture and mission through daily staff interactions, face to face contact with visitors to the company headquarters campus and the professional and helpful manner of customer service delivered over the phone. Our goal is exceptional personal touch customer service, so scheduling of tasks should provide optimum “live contact” on the phones and visibility at the desk.
- ESSENTIAL DUTIES AND RESPONSIBILITIES
- CRM data entry
- IFS order entry
- Request insurance certificates and bonds for projects
- Maintain/archive Offers folder on server
- Type memos, correspondence, reports and other documents as directed by Manager
- Assist Executive Admin Assistant with setup and tear down for onsite events.
- Assist Executive Admin Assistant with event planning for onsite events
- Assist Executive Admin Assistant to provide hospitality services such as water or refreshments based on planned events and meeting calendar and as directed by Manager and or other Team Leaders
- Professionally administer all incoming calls
- Ensure phone calls are redirected accordingly, with proper follow-up
- Greet guests in a professional, friendly manner
- Maintain and check out Guests and log in Visitor Book following C-TPAT guidelines
- Request to see identification of first time visitors before providing visitor badges per C-TPAT guidelines
- Open and close visitor area (Adjusting blinds, TV Monitor, Lamps on/off)
- Log any cleaning needs in designated log book
- Keep reception desk in neat order with no visible clutter to guests
- Straighten breakroom and meeting rooms daily
- Run/empty dishwasher each evening
- Wipe down tables, counters, appliances, etc.
- Clean coffee makers
- Replenish and order coffee station supplies
- Distribute mail to employees
- Stock/refill printers and copiers throughout office area
- Order Office Supplies
- Check-In receiving paperwork from Office vendor, give to purchasing and put away items
- Other tasks that may be assigned
- WORK ENVIRONMENT
While performing the duties of this job, the employee regularly works in an office setting.
Office: Administrative - computer and telephone usage. Microsoft Office. Operation of basic office equipment and machinery; such as, fax machines, copiers and printers.
Manufacturing: Periodic exposure to warehouse/shop.
- PHYSICAL DEMANDS
The characteristics described below are representative of those encountered while performing the essential functions of this position. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
- Must occasionally lift and/or move up to 25 lbs.
- Ability to sit for long periods of time
- Hours outside of regular office hours may be necessary as workload dictates. This may include weekdays or weekends.
Job will generally be performed in an office environment but may require travel to and from a client’s office, production facility, tradeshow, industrial/construction job site, or wastewater treatment plant. Conditions will vary at each location, but the conditions listed above will generally apply. Would need to be able to meet and follow all safety guidelines in the office as well as on job sites.
- POSITION TYPE/EXPECTED HOURS OF WORK
This is a Full-Time Non-Exempt position. May be required occasionally to work outside of normal 8:00 am-5:00 pm weekday work hours.
- TRAVEL
This position may involve occasional travel as required to fulfill the duties listed above. Some overnight stays may be required. An active driver’s license will be required to rent vehicles or drive a company fleet vehicle as required. A current passport is required for any international travel.
- EDUCATION, EXPERIENCE, AND SKILLS
- Associates degree preferred, minimum 3 years’ customer service experience required.
- Experience in hospitality industry preferred
- Experience and interest in internal and external communications
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Forward looking thinker, who actively seeks opportunities and proposes solutions
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and CRM systems.
Pre-Hire: Ability to pass a drug test, background check as it relates to the role, and completion of an I-9 form. HUBER is an E-Verify Employer.
Huber Technology, Inc. is an equal opportunity employer – www.huber-technology.com
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.
Salary Information