Administrative Support Specialist

5 days ago

Franklin, Wisconsin, United States Custom Fabricating & Supplies Full time
Job Description

**Job Summary**

The Administrative Support Specialist plays a vital role in ensuring seamless day-to-day operations by performing a wide range of administrative, clerical, and reception duties. This role involves managing information flow, supporting executive leadership, and providing essential support functions across the organization.

Key Responsibilities:

  • Customer Service: Greet customers, visitors, and guests, ensuring a welcoming and professional reception area.
  • Communication: Answer, screen, and direct incoming calls to the appropriate departments.
  • Financial Management: Manage Accounts Payable functions, including invoice processing and vendor communications.
  • Document Management: Maintain and organize filing systems, including document archiving, boxing, and shredding as needed.
  • Dispute Resolution: Handle customer and vendor disputes with professionalism and efficiency.
  • Logistics: Review and validate logistics-related invoices and documentation.
  • Contract Management: Perform contract reviews to ensure compliance with company policies and legal standards.
  • Order Fulfillment: Process all web orders, ensuring accurate and timely order fulfillment.
  • Customer Onboarding: Create new customer accounts in the system and generate work tickets.
  • Sample Management: Track and manage sample orders.
  • Blanket Orders: Enter blanket orders across all locations.
  • Administrative Support: Support all locations with order entry and related administrative tasks.
  • Mail and Package Management: Receive, sort, and distribute incoming mail, documents, and packages.
  • Postage Management: Manage the postage meter and ensure efficient mailing processes.
  • Security: Assist in maintaining workplace security by managing visitor logs and issuing badges.
  • Reception Area Maintenance: Ensure the reception area is tidy, presentable, and well-organized.
  • Executive Support: Support executive leadership.
  • Meeting Preparation: Prepare meeting rooms, including setting up equipment and materials.
  • Travel Arrangements: Arrange travel, accommodations, and coordinate various employee relations activities.
  • Quality Policy: Learn and adhere to the CFS Quality Policy.
  • Company Policies: Follow all company policies and procedures.
  • Professional Development: Engage in personal development to enhance skills and knowledge relevant to the role.
  • Confidentiality: Uphold a high level of confidentiality regarding all matters related to Custom Fabricating & Supplies.
  • Additional Tasks: Perform additional tasks as assigned.

Requirements:

  • Education: High School diploma or equivalent.
  • Technical Skills: Proficiency in Microsoft Office Suite.
  • Experience: Experience with ERP/CRM systems is preferred.

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