Administrative Support Specialist

3 days ago

Deerfield Beach, Florida, United States Northern Lights Inc Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Northern Lights Inc. As a key member of our administrative staff, you will provide exceptional support to our employees and customers, ensuring a seamless and efficient work environment.

Key Responsibilities
  • Provide exceptional front desk reception and switchboard operations, ensuring timely and accurate communication with employees, customers, and visitors.
  • Manage incoming and outgoing mail, including sorting, distributing, and preparing daily mail and interoffice mail.
  • Sort, file, and scan documents, as well as download and distribute electronic faxes.
  • Assist with accounts payable, sales order processing, warranty registrations, and marketing projects as needed.
  • Compile and analyze routine data, maintain files and records, and assist users with the ShoreTel phone system.
  • Prepare ShoreTel extension lists, internal phone lists, and cell phone lists for distribution monthly.
  • Ensure the lobby area remains neat and tidy.
Requirements
  • Minimum one year of switchboard/receptionist experience with multi-line switchboard preferred.
  • Excellent telephone etiquette and professional manner.
  • Proficient interpersonal skills to work effectively with others.
  • Ability to adhere to strict confidentiality in all matters handled at the 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.
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.

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.

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