Client Job Openings for Associated Industries >> Part Time Front Office Support Assistant
Part Time Front Office Support Assistant
Summary
Title:Part Time Front Office Support Assistant
ID:5578
Job Status :N/A
Company :Associated Industries
Description

Associated Industries is seeking a part time administrative support person to assist with multiple tasks in an office setting. This position offers a flexible work schedule working with great employees who serve our valuable members.

The job description is listed below.  > As we anticipate this position will remain part time.  Please tell us when you apply how a part time position is the ideal fit for you. (25 hours per week)

POSITION SUMMARY: The primary function of this position is to provide internal administrative support to the HR, Legal teams, CEO and their clients and guests. Flexibility will be the key requirement in this role as events and projects come and go and priorities change.

KEY or ESSENTIAL FUNCTIONS: The essential functions of the position include but are not limited to the following:

  • Provides exemplary customer service to all members and staff of Associated Industries
  • Greets members, clients and other customers as pre-aranged or as needed
  • Route incoming calls as availability permits
  • Maintains adequate inventory of office and kitchen supplies
  • Ensure copiers and printers are stocked and functional
  • Coordinates vendors of various office services, including building maintenance, janitorial, parking lot, postage meter, printers/copiers and other facility needs
  • Performs general clerical duties to include copying, faxing, mailing, and filing as assigned
  • Frequently checks the Office Manager inbox and processes emails accordingly
  • Maintains organizational calendars
  • Contributes to organizational success by maintaining a “can do” demeanor
  • Sets up, coordinates, and administers meetings of and notices to our Board of Directors, Trustees, including preparation of agendas, reports, and minutes
  • Sorts and distributes incoming mail, packages, facsimiles, etc.
  • May be asked to make travel arrangements for staff
  • Maintains building security system access
  • Assists with annual meetings, membership events, and other programs
  • Prepares office for new employees
  • Maintains the internal phone and birthday list
  • Remains flexible to handle priorities as they arise
  • Exhibits confidentiality when dealing with A.I members and staff matters
  • Unloads dishwasher daily & makes coffee as needed

SECONDARY FUNCTIONS:

  • Must aquire knowledge of basic understanding of all of the functions and services of A.I. and be able to respond to questions and direct members to appropriate resources
  • May be required to purchase needed items for events, food etc.

QUALIFICATIONS/REQUIREMENTS:

  • Minimum of 2 years experience in a professional office environment or combination of business related education and experience
  • Proficient in the utilization of Microsoft Office Suite and other electronic technology that supports the successful operation of the Association
  • Ability to operate standard office equipment including but not limited to phone systems, copiers, and facsimile machines
  • Proficiency in database maintenance
  • Ability to maintain a professional demeanor in all business relationships
  • Excellent planning, organizational and problem solving skills
  • Ability to communicate effectively both verbally and in writing
  • Attention to detail
  • Ability to work efficiently, accurately and independently to meet deadlines
  • Utilizes good judgement
  • Self-motivated and goal oriented
  • Willingness to be flexible to meet A.I goals
  • Ability to understand the “bigger picture”
  • Proven team player

EQUIPMENT UTILIZED

  • Multi-line phone system
  • Computer
  • Printer/copiers
  • Other equipment as deemed necessary
PHYSICAL REQUIREMENTS:
  • Work is performed primarily in an office setting
  • Primary functions require sufficient physical ability and mobility to:
    • Stand or sit for prolonged periods of time;
    • occasionally stoop, bend, kneel, crouch, reach, and twist;
    • lift, carry, push, and/or pull light to moderate amounts of weight;
    • operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard;
    • and utilize verbal and written communication to exchange information, via phone, email and in-person

MENTAL REQUIREMENTS:

  • Must understand general and implicit instructions and react favorably in all work situations
  • Must be mentally adaptable and flexible in dealing with a variety of people and able to answer questions in a professional and friendly manner
  • Ability to function with multiple interruptions while maintaining the ability to quickly refocus


WORKING CONDITIONS:

A.I. is a dynamic member services organization that provides an array of service offerings to a variety of members and local businesses. Ongoing deadlines to meet customer and business needs may generate stress.

NOTE: Associated Industries retains the discretion to add to or change the duties of the position at any time.

This opening is closed and is no longer accepting applications
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