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Office Support Specialist

2 months ago

Decatur, Illinois, United States Utility%%%Utility Associates, Inc. Full time
Job Summary

We are seeking a highly organized and detail-oriented Office Service Assistant to join our team at Utility%%%Utility Associates, Inc.

The successful candidate will be responsible for providing administrative support to all departments companywide, handling office activities and operations, and reporting directly to the HR Manager.

Key Responsibilities
  • Complete a variety of administrative tasks, including multitasking multiple projects at once
  • Exhibit exceptional professionalism and communication skills, maintaining a courteous and respectful demeanor
  • Maintain professionalism in appearance, demeanor, and behavior, adhering to company standards
  • Complete requested departmental projects, such as preparing presentations and planning strategies
  • Greet and check in visitors in a courteous manner, ensuring a positive first impression
  • Order, stock, and maintain organized office and beverage supplies for the organization
  • Assist the Human Resources Manager with various tasks, including filing, organizing, and planning
  • Manage the front desk/lobby area, including answering phone calls and directing them to the appropriate party
  • Provide organizational support and serve as a subject matter expert on all things related to the company
  • Maintain the cafeteria/break room, tidying up and keeping it organized throughout the day
  • Manage mail, including checking, sending, shipping, and disbursing
  • Perform miscellaneous offsite duties, such as picking up lunch and shopping for business needs
  • Maintain and manage vendor accounts and communications, keeping the vendor log updated and current
  • Address building issues, such as plumbing, hazards, and janitorial concerns, and communicate with building management
  • Create and send out flyers, team memos, and organizational announcements
  • Establish and manage the Asset Tagging System and maintain a spreadsheet to track it
  • Stock the beverage area each morning and before leaving for the day
  • Complete projects requested by executive leadership
  • Coordinate deliveries, repairs, and other tasks as needed
  • Enter data into spreadsheets and maintain documents
  • Ensure that basic administrative functions are handled efficiently
  • Prepare reports and create more efficient processes
Requirements
  • High school diploma or equivalent required
  • 3 years of front desk receptionist experience
  • Reliability and discretion, as you will often handle confidential matters
  • Adaptability and flexibility in a fast-paced environment
  • Superior communication skills, both verbal and written
  • Expert organizational and time management skills
  • Proficiency in MS Office programs
  • Excellent problem-solving skills and initiative
  • Budgeting skills and attention to detail
  • Ability to speak, read, and write English proficiently
  • Availability to work Monday-Friday, 9:00am-5:00pm, with overtime as needed
Work Environment

This role requires the ability to maintain a stationary and upright position consistently, with occasional movement to access file cabinets, office machinery, and other resources.

The employee will utilize computer operations and various office productivity machinery and tools, including a printer and computer.

The employee will occasionally use their balance, flexibility, and strength to move objects or gain access to items.

The employee should be able to effectively communicate information and concepts for mutual understanding, including conveying precise details during interactions.

The employee will maintain consistent specific vision abilities, especially the capability to discern close-up details within a few feet of the observer.

The employee will transport boxes weighing between 5 and 30 pounds throughout the office to meet various demands.