Office Support Specialist

2 weeks ago

San Diego, California, United States Mechanical Equipment Full time
Position Overview:
The Office Support Specialist plays a crucial role in providing administrative and clerical assistance to ensure the smooth operation of the organization. This position primarily supports the Service Division while also offering help to other departments as required.

Work Schedule:
Standard hours are Monday through Friday, from 7 AM to 4 PM.

Key Responsibilities:
  • Deliver administrative support focused on the Service Division, including verifying the accuracy of submitted documents, processing incoming Customer Service Requests (CSRs) for timely and accurate completion, and aligning contracts with relevant work documentation.
  • Provide backup support to the Service Coordinator during absences by managing incoming service inquiries, documenting scheduling requests or modifications, assisting customers with administrative needs, and preparing necessary paperwork for service personnel.
  • Maintain organized records of administrative documents within the Service Division by scanning and digitally archiving pertinent paperwork.
  • Assist in inventory management by adhering to protocols for tracking received and dispatched products in the system.
  • Participate in physical inventory assessments alongside the Procurement team when requested.
  • Ensure cleanliness and organization of shared spaces, including conference rooms and kitchen areas.
  • Oversee the functionality of copy machines in the designated area, ensuring they are stocked with paper and assisting users as needed.
  • Draft memos, correspondence, employee announcements, reports, and other necessary documents.
  • Support various departments with administrative tasks as required.
  • Assist colleagues in planning and executing departmental events.
  • Perform additional clerical duties such as filing, photocopying, scanning, and collating as needed.
  • Contribute to special projects across the organization as assigned.
  • Assist with accounts receivable collection efforts as directed.
  • Prepare documents for off-site storage.
  • Adhere to company-wide and departmental policies, procedures, and processes.
  • Report any accidents, hazards, incidents, or unsafe conditions to the immediate supervisor.

Qualifications:
Associates degree (AA or AS) from an accredited institution in a related field is preferred.

Language Skills:
Ability to read, analyze, and interpret standard documents. Strong interpersonal and customer service skills are essential for effective communication via phone and in-person interactions.

Computer Skills:
Proficiency in MS Office Suite and email applications is required.

Additional Information:
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Candidates may be exposed to chemicals related to products.

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