Administrative Support Specialist

4 days ago

Marquand, Missouri, United States Inktel Direct Corporation Full time

Job Summary

The Administrative Support Specialist will play a vital role in the effective operations of Inktel Direct Corporation. This position requires a high level of attention to detail, follow-through, accuracy, communication, timeliness of work, and organization. The successful candidate will be expected to handle confidential information with discretion and use their skills to support the company's goals.

Key Responsibilities

  • Answer incoming telephone calls, determine the purpose of the caller, and forward calls to the appropriate personnel or department.
  • Retrieve messages from the voice mail system and forward them to the relevant personnel.
  • Provide information to callers about the organization, including address, directions, and other relevant details.
  • Welcome on-site visitors, determine the nature of their business, and announce them to the relevant personnel.
  • Monitor visitor access and authorize access to the operations floor when required.
  • Update the availability calendar for conference rooms.
  • Receive, sort, and route mail, and maintain and route publications.
  • Maintain fax machines, assist users, send faxes, and retrieve and route incoming faxes.
  • Provide administrative support to other departments, including data entry.
  • Perform other clerical duties as needed, such as filing, photocopying, scanning, collating, and preparing packages for shipping.
  • Support various site needs, including:
    • Event duties:
      • Decorate the site for events, holidays, and other occasions.
      • Facilitate banquets and new hire orientations.
      • Plan and execute events and activities for the site.
      • Create monthly event calendars.
    • Catering duties:
      • Identify and order catering events while maintaining a strict budget.
      • Prepare and serve food for agents.
      • Pick up food when needed.
    • Financial duties:
      • Filing receipts.
      • Process weekly and monthly expense reports for site leadership.
      • Track gift card incentive requests.
    • Facility duties:
      • Manage office supply inventory and ordering.
      • Keep the site organized and ensure cleanliness.
      • Enforce COVID-19 protocols and ensure they are being implemented and met.
    • Recruiting function support:
      • Greet candidates and assist with pre-interview processes, including assessments and applications.
      • Coordinate candidate interviews.
      • Collect and scan IDs to secure folders.
    • New hire orientation:
      • Organize meet-and-greets, including decorating the room and ordering snacks.
      • Order and compile new hire welcome gifts for exempt new hires.
      • Make laminated name tags for new hires and display them.
    • Benefit package spreadsheet/distribution HR department:
      • Facilitate new hire benefits sign-up processes.
      • Gather signed acknowledgement forms and upload them by deadline.
    • Administrative duties:
      • Create and deactivate access keys for new hires, office visitors, and former employees.
      • Prepare and distribute non-exempt employee benefit packets.
      • Take temperatures of incoming personnel and visitors.
      • Take pictures of on-site activity for marketing purposes.
      • Order employee incentives and gifts.
      • Handle A-Player lunches.

Requirements

  • Oral communication skills: speaks clearly, listens and gets clarification, responds well to questions, demonstrates group presentation skills, and participates in meetings.
  • Written communication skills: writes clearly and informatively, edits work for spelling and grammar, varies writing style to meet needs, presents numerical data effectively, and reads and interprets written information.
  • Language skills: reads and interprets documents such as safety rules, operating and maintenance instructions, and procedure manuals, writes routine reports and correspondence, and speaks effectively before groups of customers or employees.
  • Professionalism: approaches others in a tactful manner, reacts well under pressure, and has working knowledge of business English, punctuation, spelling, arithmetic, and general office procedures.
  • Reliable attendance track record, ensuring work responsibilities are covered when absent.
  • Quality management: looks for ways to improve and promote quality, demonstrates accuracy and thoroughness.
  • Computer skills: knowledge of Internet software, Microsoft Office products such as Word, Excel, and PowerPoint.
  • Diversity: shows respect and sensitivity for cultural differences, promotes a harassment-free environment.
  • Ethics: treats people with respect, keeps commitments, inspires trust, works with integrity and ethically, and upholds organizational values.
  • Planning/organizing: uses time efficiently, plans for additional resources.
  • Organizational support: follows policies and procedures, completes administrative tasks correctly and on time, supports organization's goals and values, and benefits organization through outside activities.
  • Reasoning ability: applies common sense understanding to carry out instructions furnished in written, oral, or diagram form, applies good problem-solving skills.

Benefits

The compensation package for this position includes a competitive base salary commensurate with experience, as well as a comprehensive benefits package of medical, dental, short/long-term disability, life insurance, personal time off, educational assistance, and a 401K plan.

Skills

  • Dedicated: devoted to a task or purpose with loyalty or integrity.
  • Goal completion: inspired to perform well by the completion of tasks.
  • Flexibility: inspired to perform well when granted the ability to set your own schedule and goals.
  • Entrepreneurial spirit: inspired to perform well by an ability to drive new ventures within the business.
  • Ability to make an impact: inspired to perform well by the ability to contribute to the success of a project or the organization.

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