Office Services Assistant

Key Responsibilities

• Personally, greets visitors using main/visitor entrance, per established guidelines.
  Ensures greeter interactions are professional, friendly, welcoming, timely and remain a first priority in day-to-day activities.
• Ensures security is maintained at the Business Center per established guidelines.
• Maintains visitor calendar in Outlook - daily.  Maintains sign in/out logs and visitor badges.  Maintains visitor monitor per established guidelines.
• Provides information and assistance to visitors and employees.
• Ensures greeter workstation, all public areas and servery area are maintained in a professional, neat and clean manner.
• Makes coffee, runs/empties dishwasher, maintains inventory and keeps supplies (coffee, paper products, related supplies) stocked.  Places orders as necessary and per procedure.
• Accepts deliveries (mail, overnight mail, etc.).  Sorts and/or assists in sorting incoming mail.  Distributes mail per procedure.
• Provides administrative support to designated departments and staff, including but not limited to:  preparation of correspondence, memorandum, reports, budget/forecast documentation, copying, filing, scheduling meetings, and other duties as assigned.
• May handle sensitive or confidential information.
• Ensures greeter workstation is properly managed/manned at all times.
• Assists with training backup personnel and ensuring back-up personnel follow established procedures or guidelines to maintain world-class service.
• Picks up and delivers all interoffice mail daily.
• Drops all out-going mail at Elyria Post Office at the end of each day.
• Delivers and/or picks-up correspondence/packages.
• Picks up certified mail from USPS as needed.
• Manages certified letters through the e-Certify program.
• Receives, date stamps, scans, and delivers invoices to Accounts Payable.
• Picks up wholesale supplies when needed.
• Picks up grocery supplies and lunches as needed for Business Center functions and trainings.
• Orders postage and postage meter supplies.
• Maintains the postage meter and assists with the selection of vendor and contract negotiations.
• Inventories and orders designated Office Service supplies for the plant.
• Maintains appearance and maintenance schedule of courier van.
• Runs miscellaneous errands as assigned.
• Understands both RIS’ ISO 45001 Occupational Health & Safety and ISO 14001 Environmental Management Systems and assists with executing their objectives.
• Other duties and responsibilities as assigned.
  
  

Minimum Requirements

• High school or GED equivalent. Associates Degree in Business/Secretarial Science or Certificate of Completion in equivalent program is required.  Equivalent training/experience will be considered. 
• Three (3) or more years experience in administrative position with similar responsibilities is required.
• Experience with customers/guests in a host/hostess or similar type of position is highly desirable.
• Position requires customer/visitor contact. Must possess excellent interpersonal, written and verbal communications skills.
• Must be detail oriented and customer focused, recognizing that even the smallest activities/tasks can have a significant impact on image and customer service.
• Must be highly organized and able to problem solve effectively. Must possess strong work ethic and commitment to quality.
• Advanced proficiency in MS Office (Word, Excel, Outlook) is required. Must be able to generate reports, correspondence and other documents in a timely and quality manner to meet operational and customer needs.
• Must be able to follow established company procedures as well as those related to regulatory requirements.
• Work history must demonstrate the ability to be discrete and capable of maintaining absolute confidentiality and discretion in all matters.
• Must be willing to work additional hours or off-hours as needed to meet business objectives.
• Physical demands are representative of 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 of this job.