Office Support Specialist

4 weeks ago

Richmond, California, United States International Rescue Committee Full time
Job Overview:

The Office Support Specialist provides general office support with a variety of clerical activities and related tasks. They greet, welcome, and direct visitors and clients appropriately; notifying staff of visitor/client arrivals. They maintain the lobby and front desk and coordinate telecommunications and check-in systems.

Key Responsibilities:

  • Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department.
  • Treat all staff, clients, and guests with respect, professionalism, kindness, and dignity.
  • Answer and direct incoming telephone calls. Refer inquiries from clients and guests to the appropriate staff.
  • Make appointments and conduct follow-up calls. Manage voicemail system and send messages to appropriate staff.
  • Ensure staff, clients, and guests are checking in when they arrive to the IRC using the online Proxyclick system and provide other programmatic support, such as receiving documents from clients and directing them to appropriate staff.
  • Provide referrals and information on IRC programs and services. Refer non-IRC clients to appropriate internal and external resources.
  • Maintain and tidy up the lobby, the classroom, the conference room, the small and large huddle rooms periodically throughout the day.
  • Maintain up-to-date information on front desk processes and procedures and update lobby bulletin boards with up-to-date information/flyers.
  • Order and maintain stock of needed office supplies. Review inventory and monitor prices.
  • Provide clients and donors with access to the donation store as appropriate and assist staff with maintaining donations inventory.
  • Maintain office equipment including copier and projector in good working order; escalate issues as needed.
  • Receive and distribute mail and packages. Process outgoing mail and deposit in mailbox on daily basis.
  • Other tasks and projects as assigned.


Requirements:

  • High school diploma or equivalent education or work experience.
  • Minimum 1 year relevant work experience in administration, reception, or other experience in providing professional customer service.
  • Desire to work as a team member and demonstrated experience working with diverse communities and cultures.
  • Must be well-organized, reliable, professional, detail-oriented, and flexible.
  • Ability to work independently, be a self-starter, and maintain responsibility for multiple tasks.
  • Ability to be resourceful and proactive in dealing with issues that may arise.
  • Ability to speak in a clear and friendly manner over the phone.
  • Ability to greet clients and visitors in a friendly and welcoming manner when face-to-face.
  • Demonstrated proficiency with Microsoft Office programs including Excel, Word, and Outlook.
  • Excellent communication skills, with fluency in spoken English. Bilingual ability in one of the predominant languages of the local client base a plus.


Working Environment:

  • Professional, fast-paced office environment.
  • Must be able to use a computer for long periods of time.
  • Position hours are Monday-Friday, 9:00am-5pm.

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