Office Administrator

Located in Jacksonville, FL

Salary: $15.50/hr.

Job Title: OFFICE ADMINISTRATOR

 

FSLA: Non Exempt

 

Department: ADMINISTRATIVE

 

1.0 Summary: First line of contact with clients both in person and by phone. Receives calls, determines nature of business, and directs callers to destination.

 

2.0 Position reports to: Manager, Human Resources/Payroll

 

3.0 Authority/Decision Making - NONE

 

4.0 Requirements

 

Education/Training - High School Diploma or general education degree (GED); general office experience or training

 

Licensing/Registration/Certification - None

 

Skills, Knowledge, Abilities - Ability to type efficiently and accurately. Knowledge of Microsoft Word and Excel. Cheerful and friendly personality; pleasant voice, clear enunciation and good telephone manner. Must be able to multi-task. Employee must have strong initiative and ability to work with minimal supervision.

 

Physical

 

Body Positions - Sitting and standing

 

Body Movements - Walking, reaching, grasping, kneeling, crouching, stooping, and bending for documents

 

 

 

 

 

 

 

Office Administrator Continues

 

Body Senses - Ability to hear detail information through oral communication. Visual requirement equal to that for an administrative whose deals largely with preparing data, transcription etc.

 

Mental

 

Mathematics - Ability to add, subtract, multiply, and divide fundamental units of measure.

 

Language - Ability to comprehend, speak, read and write the English language. due to all job instructions are in English and answering the phone system requires using the English Language. Effectively and professionally present information and respond to questions from managers, clients and employees of the organization. Read and understand general business communications. Write business correspondence. Effectively communicate with callers, both in person and over the phone.

 

Reasoning Ability- Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or verbal form.

 

Mechanical - Able to operate a multi-line phone system, computer and calculator

 

5.0 Working conditions: A combination of climate and non-climate controlled office space, with visits to the warehouse facility that may have extreme temperature and noisy conditions.

 

6.0 Tasks and Duties

 

1. Project a positive and professional image at all times. Maintain the lobby area in a neat and professional manner

2. Greets clients, distributes Visitor ID Badges and notify appropriate personnel; direct guests to appropriate area or department. Maintain the visitors guest registry ensuring all guests, visitors, vendors, etc., are accounted for

3. Answer multiple phone lines and direct calls to the appropriate people, departments or cities. Obtain complete caller information including- first and last name, organization from which they are calling, date and time of call, call back number and detailed message when office personnel are unavailable. Screen production employees call and take messages for non-emergency phone calls

4. Promptly notify recipients of calls, messages etc., via contacting the other office(s), calling cell phone, send an email etc.

 

 

 

Office Administrator Continues

 

5. Maintains the In/Out board for the supervisory and management team. Must continually stay informed of all employees’ availability for client calls

6. Notify appropriate individuals when there are problems with the phone service

7. Assists with the miscellaneous typing and data entry for all departments

8. Performs a variety of clerical duties

9. Process Mail Log & Caps Report, daily

10. Process USPS mail daily: Scan, Make copies & Save Documents

11. Order and Maintain office supplies

12. Sign for envelope Packages and/or direct client/courier to receiving dock for multiple boxes delivery. Prepare inter-city mail and coordinate delivery with anyone going to other TC locations. Contact courier service/create label (UPS/FedEx) for other package pickup. Distributes incoming mail and package deliveries

13. Responsible to call clients to verify holiday(s) schedule

14. Perform light production work when necessary

15. Perform things to do before starting/leaving work as noted in the Administrator Guide

16. Other duties as assigned by Management

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