Front Office Specialist

1 month ago

Renton, United States McGee Air Services Full time

McGee Air Services, is looking for a detail-oriented Front Office Specialist to act as the face of our Corporate Headquarters

The pay band for this role is $22.46 - $31.45

The Hiring Target for this role is $22.50 - $25.50

The Front Office Specialist is an onsite role based at McGee's Corporate Headquarters responsible for managing the reception area and providing best-in-class customer service to all visitors and internal team members. This role is responsible for greeting and directing guests, handling incoming calls, managing administrative tasks to support the office operations and is the subject matter expert and responsible party for the Port of Seattle badging system(s) and processes. This role will be tasked with additional administrative functions that will help support our Corporate Human Resources, Safety, Training and Finance Teams.


KEY RESPONSIBILITIES

  1. Front Desk Administration
  • Professionally greets all visitors, clients, and team members, ensuring a best-in-class impression is made during their visit.
  • Answers and directs multi-line phone system in a polite and professional manner, taking messages and crafting timely responses to the necessary parties.
  • Maintains an active visitor log, issues visitors badge and notifies internal team members of guest and appointment arrivals. Prepares, maintains, and manages the 3 corporate conference rooms for all meetings including technology setup and refreshments.
  • Sorts and distribute incoming mail and deliveries, also manages all outgoing mail to include mailings at the United States Postal Service or other couriers.
  • Assist with a variety of clerical duties such as filing, data entry and handling office inventories and supply inventory and requests.
  • Maintains a clean reception area and breakroom space, ensures both areas are tidy, presentable and updates the lobby screens to greet guests
  1. Port of Seattle - Badging Specialist
  • Serves as a primary Port of Seattle authorized signatory, becomes the primary point of contact for all issues related to the Port of Seattle badging systems and processes.
  • Develops strong working relationships with both the Port of Seattle badging office and Aviation Security Team. Creates a transparent and trustworthy business partnership with key badging stakeholders.
  • Owns all new team member enrollments into the Port of Seattle badging system; works in partnership with the Onboarding Team to confirm fingerprint and computer-badge training appointments.
  • Manages the badge recovery process; partners with the People Team to ensure 100% positive badge recovery. Owns daily badge recovery efforts to includes phone calls, text messages, emails and sending certified letters.
  • Provides the Port of Seattle, Aviation Security and McGee Leadership with timely updates and insights into badge recovery efforts. Attends monthly meetings to support positive working relationships with all key-stakeholders to ensure a seamless badging recovery process.
  • Maintains up to date lists of all team members with active badges, US Customs Seals and those needing to complete the badge renewal process.
  • Owns timely and consistent communication with new team members regarding their badging status, provides prompt follow-up's and facilitates additional information requests made by the Port of Seattle.
  • Processes new team member US Customs Applications after the completion of 30-days of continuous employment. Partners with the SEA Team Member Resource Specialist Team to facilitate US Customs Seals pick-up and badge re-printing. Responsible for updating key systems to identify all team members with active and valid US Customs Seals.
  1. New Team Member Support
  • Submits weekly new team member uniform orders, validates with onboarding team who is scheduled to start the following week and ensures orders are submitted every Friday to ensure timely uniform delivery for the following weeks new team member class.
  • Coordinates new team member parking card issuance and pick-up; follows the same recovery efforts as badging to ensure timely return of company issued parking cards.
  • Serves as a subject matter expert on new team member processes
  1. Supplemental Administrative Support
  • Conducts monthly and quarterly audits of badges, parking cards and any uniform invoices processed
  • Manages McGee's Swag/Company Logo Item inventory and storage organization; partners with McGee's Talent Team to ensure appropriate stock
  • Partners with Station Uniform Coordinators on uniform pant and supplemental uniform inventory and order submissions.
  • Ensures a welcoming, clean, and organized office environment by overseeing the care of office plants, coordinating cleaning services, maintaining communal areas, managing supplies, equipment upkeep, and general administrative tasks.

Other duties as assigned to support McGee's Successful Business Operation.


QUALIFICATIONS & SKILLS

  • Excellent interpersonal and communication skills required to establish a positive, professional rapport with applicants required.
  • Excellent interpersonal and communication skills to establish positive, professional rapport with teammates required.
  • Proficiency with Microsoft Office applications and online research tools required.
  • Ability to quickly learn different systems to enter and validate data.
  • Ability to multi-task, organize, and prioritize effectively in a fast-paced, highly fluid environment.
    • Ability to work independently with high initiative and flexibility.
    • Strong organization and time management skills, and ability to maintain thorough and accurate records. Excellent attention to detail with a focus on producing a timely and accurate work product.
  • Team-oriented and flexible in approach to change and type of work assigned.
  • Passion for customer service and high expectations for quality and accuracy
  • Occasional lifting, up to 25 pounds required.
  • Ability to obtain and maintain airport security clearance as required.
  • Must be at least 18 years of age & must be authorized to work in the U.S.


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