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Administrative Support Specialist

2 months ago

Kissimmee, Florida, United States Wells Full time

KEY RESPONSIBILITIES:

  • Manage and direct all incoming phone calls and greet visitors professionally.
  • Maintain inventory of codes and keys, along with processing shipping invoices.
  • Input shipping tickets into the electronic system accurately.
  • Procure office supplies and other necessary items.
  • Securely dispose of outdated accounts payable invoices and journal entries.
  • Handle daily incoming correspondence efficiently.
  • Prepare and organize daily UPS shipments.
  • Coordinate lunch orders and set up for meetings.
  • Provide backup support for Accounts Payable functions.
  • Ensure safety equipment is available for visitors.
  • Assist in the recruitment process for job applicants.
  • Offer administrative assistance to management, including copying, mailing, and general upkeep.
  • Arrange hotel accommodations for company personnel.
  • Receive, digitize, and categorize daily equipment inspection reports.
  • Code all incoming invoices for vendors appropriately.
  • Post accounts payable transactions to AS400 on a daily basis.
  • Review vendor statements to maintain current accounts.
  • Match purchase orders with corresponding invoices.
  • Digitally archive invoices to metafile each day.
  • Conduct weekly checks on purchase orders, both with and without invoices.

QUALIFICATIONS AND SKILLS REQUIRED:

  • Preferred college education, though not mandatory.
  • Strong interpersonal communication skills.
  • Highly organized with the ability to meet deadlines.
  • Proficient in Microsoft Office Suite.
  • Familiarity with AS 400/Infinium accounting software.
  • Experience with online travel booking platforms.
  • Bilingual capabilities (English/Spanish) are a plus.

PHYSICAL DEMANDS:

  • Extended periods of sitting at a desk and using a computer.
  • Ability to sit, stand, walk, kneel, bend, reach, climb stairs, squat, grasp, and twist for prolonged durations.
  • Must be able to wear personal protective equipment when necessary.

WORK ENVIRONMENT:

This role is situated in an indoor office setting.

This position outline highlights the primary responsibilities and performance expectations. It does not encompass all specific tasks that an employee may be required to perform.

Employees are expected to adhere to any other job-related instructions and fulfill job-related duties as assigned by their supervisor.

Wells is an Equal Opportunity/Affirmative Action employer.

All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, gender identity, disability, or protected Veteran status.


Wells participates in E-Verify and will provide the federal government with necessary information to confirm employment eligibility.



Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities


The contractor will not discriminate against employees or applicants for inquiring about, discussing, or disclosing their own pay or that of another employee or applicant.

However, employees with access to compensation information as part of their essential job functions cannot disclose this information to individuals without access, unless in response to a formal complaint or investigation.

41 CFR c)