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Administrative Assistant/ Receptionist
3 months ago
Position Overview:
The Administrative Assistant is responsible for the front desk reception and switchboard operations, as well as a wide range of administrative and office support activities. The Admin Assistant will work under general direction of the Administrative Manager. Work involves clerical responsibilities and administrative duties to support multiple departments.
Principal Duties and Responsibilities (Essential Functions):
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Interface effectively with all levels of personnel, customers and visitors.
• Operate switchboard and relay incoming, outgoing and intra system calls and messages for multiple branches.
• Prepare outgoing daily mail and interoffice mail.
• Sort and distribute incoming and outgoing mail.
• Sort, file and scan documents.
• Download and distribute electronic faxes.
• Manage the incoming info inbox and forward to proper departments.
• Assist Accounts Payable with scanning and vouchering invoices.
• Assist Sales Coordinator with sales order processing; from approval process to shipping and invoicing.
• Assist Warranty with registrations and claim processing.
• Assist Marketing with projects, as needed.
• Compile and analyze routine data.
• Maintain files and records.
• Assist users in the use of the ShoreTel phone system.
• Prepare ShoreTel extension list, internal phone list, and cell phone list to distribute monthly.
• Keep lobby area neat and tidy.
• Perform other duties as assigned.
Qualifications & Skills:
• Minimum one-year switchboard/receptionist experience with multi-line switchboard preferred.
• Excellent telephone etiquette and professional manner.
• Proficient interpersonal skills to work effectively with others.
• Be hospitable and patient; give attention to civility and courtesy.
• Able to adhere to strict confidentiality in all matters that are handled at switchboard.
• Good with detail and organization.
• Excellent written and oral communication skills.
• Analytical ability for problem solving projects.
• Knowledge of grammar, spelling, punctuation and excellent proofreading abilities.
• Ability to multitask, plan and document tasks.
• Knowledge of Microsoft Word, Outlook and Excel programs.
• Ability to work independently with supervisor available to deal with unusual situations.
Education & Experience:
• High School diploma or equivalent combination of education and/or relevant experience required.
Physical Requirements:
Must be able to remain in a stationary position at least 50% of the time. The person in this position needs to occasionally move about the office to access files, office machinery, etc. Use hands/fingers to handle or feel. Operates a computer and other office machinery, such as a calculator, copy machine, fax machine and computer printer. The person in this position frequently communicates with customers; must be able to exchange accurate information. Carry/lift items up to 25 lbs.
Other Criteria:
• Performs job safely with respect to others, property and to individual safety.
• Works effectively with others in the Company to encourage teamwork and productivity.
• Must be punctual and have good attendance.
• Must be able to comply with Company policies and procedures.
• Perform job safely with respect to others, to property and to individual safety.
- We are drug free workplace that conducts pre-employment physical and drug screenings. We are regulated by the department of transportation and will be conducting random drug testing at regular intervals.
EEO Statement
Northern-Lights, Inc., is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
