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Office Administrator

2 months ago

Sevierville, United States Pepper Palace Inc Full time
Job DescriptionJob Description

Job Summary:

The Administrative Coordinator is the friendly and helpful face and voice of Pepper Palace, generally, the first person who interacts with our customers and corporate guests. This person sets the tone for a great experience when calling or visiting the corporate office. In addition, this position will coordinate/manage administrative activities to ensure efficient daily operations for Pepper Palace’s corporate office and assist with organizational compliance.

Duties/Responsibilities:
  • Assist the Vice President, Finance to organize and compile business compliance:
  1. Compliance Monitoring: Stay informed on all state and local filings and due dates.
  2. Develop processes to assist with evaluating state and local adherence to laws, regulations, policies, and procedures.
  3. Pull and organize financial data needed for reporting.
  4. Reporting and Documentation: Maintain accurate records, generate reports, and assist with audits for compliance purposes.
  5. Corporate Insurance Policies: Assist with Certificate of Insurance management.
  • Manage all front desk duties to include but not limited to customer service tasks including correspondence with customers for retail and ecommerce purchases, inquiries, and troubleshooting. Answer and direct all incoming calls as well as greet all corporate office guests. Assist staff and customers by phone, Teams, and email, maintain files and accurate record keeping, answer and transfer calls received through the main phone line, process all incoming and outgoing mail, and other general clerical tasks.
  • Maintain office supply inventory and coordinate the purchase of supplies as needed for the corporate office.
  • Assist in the coordination and execution of corporate special events (ex. holiday events, retreats, business meetings, etc.).
  • Assist and provide back up support for accounting tasks as assigned (Coding invoices, processing accounts payables invoices, etc.)
  • Provide back-up support for HR administrative tasks as needed.
  • Utilize knowledge and understanding of underlying operational issues to assist in administrative problem solving.
  • Assist with ad hoc projects and other duties as assigned.
Required Skills/Abilities:
  • Ability to adapt to changes in the work environment including but not limited to delays, unexpected events, competing demands and foundation growth.
  • Excellent verbal and written communication skills.
  • Advanced technological skills in Microsoft 365 (Excel/Word/Teams/etc.) with ability to learn new software.
  • Excellent interpersonal, negotiation, and conflict resolution skills.
  • Organized with attention to detail.
  • Strong analytical and problem-solving skills.
  • Excellent project management skills
  • Ability to prioritize tasks and to delegate them when appropriate.
  • Ability to work independently.
  • Ability to act with integrity, professionalism, and confidentiality.
  • Excellent time management skills.
  • Ability to multitask and complete work with high levels of accuracy.
  • Ability to lift and carry up to 30 pounds.
  • Ability to sit for extended periods of time, up to the entirety of working shift.

Preferred Education and Experience:
  • Bachelor’s degree in business management or related field and/or equivalent related experience (4-6 Years office Management).
  • Self-motivated, bringing energy, joy, and best practice thinking from past experiences.
  • Ability to consistently meet daily, weekly, and monthly deadlines in a fast-paced environment.
  • Retail Customer Service Experience a plus
  • Experience with Adobe Creative Cloud including bookmarking and text recognition a plus.

Travel Requirements:
  • Travel 0-5 percent of the time expected, or as business requires.

Pepper Palace provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.