Office Administrator

Department: Service Operations

Reporting structure: Reports to VP of Sales and Marketing

Job title and brief description: The Office Administrator is responsible for answering all incoming customer and vendor calls and routing calls to their designated recipient. This person will also be the first point of contact for all guests, customers, vendors, and applicants visiting Setco's Service Center. Additionally, this position will support the organization by assisting with building organization, ordering supplies as needed, scheduling and communication events, preparing travel plans, and assisting with administrative functions as needed.

Qualifications:

• High school diploma required; 2-year Accounting, Business, Finance degree preferred.
• 3 years of office administration.
• Excellent written and verbal communication skills.
• Proficient with Microsoft Office products.
• Possess strong organizational and time management skills.
• Strong problem-solving skills, documentation skills, research and resolution skills, and multi-tasking skills.
• Ability to interact with employees and vendors in a professional manner.

Primary Tasks:

• Answer incoming vendor and customer calls; route calls to designated recipients across all of Setco's North American locations.
• Manage emails, letters, packages, phone calls and other forms of correspondence.
• Greet customers, vendors, applicants, and guests professionally; escort these visitors through the facility as needed and keep detailed documentation of each visitor.
• Prepare, sort, and distribute incoming mail to designated recipients; collect and prepare all outgoing mail.
• Manage agendas, travel plans, and appointments for upper management.
• Schedules events, reserves conference rooms, orders lunches for meetings, communicates meeting itinerary, and helps facilitate meetings as needed.
• Track and replace office supplies as necessary to avoid interruptions in standard front office procedures.
• Facilitate online chat discussions with potential new customers via company website.
• Assist Marketing with customer surveys, online customer requests, and other administrative functions.
• Assists People Operations with onboarding and new hire orientation process.
• Assist with maintaining databases and records for financial information, personnel, and other data; coordinate with customers and vendors for updates regarding shipments and purchases.

NOTE: Any Employee may be assigned additional or alternate tasks and objectives necessary to achieve departmental or company goals. All job descriptions are subject to revision by the Company at any time and should not be considered a contract of employment.
Requirements:

• High school diploma
• 5 years' experience as a receptionist, preferred.
• Strong oral communication skills
• Ability to maintain poise in event customers become adversarial during telephone conservations
• Experience in a customer service environment preferred but not required
• Good organizational skills