Description
The Office Support Specialist (OSS) is the first point of contact for clients, visitors, and incoming calls. This role plays a key part in ensuring the office operates smoothly while creating a welcoming, professional atmosphere. The OSS also serves as a general administrative support resource for office staff and project teams.
This position is a benefitted position with core hours of 8 - 5 pm (Tuesday thru Friday).
Your focus will be on:
- Perform general reception support for various departments including answering company phone lines and routing calls, meet and greet clients and guests presenting a professional image, participates in company phone tree, ensure reception area are organized and welcoming to clients and guests.
- Handle incoming mail and package deliveries (must be able to pick up and carry 15-pound packages). Prepare outgoing mail, inter-office mail distribution and shipments.
- Oversee the daily operations of the office copy/work room ensuring equipment is user ready, ordering stock or submitting service calls.
- Coordinate and manage office supply and on-demand ordering needs.
- Perform general office administrative support, which includes, monitoring general office email, preparation of correspondence, filing, report preparation, databased, client contact information, and special projects, and document retrieval.
- Assist vendor invoices to ensure payment.
- Assist with coordination of client and staff meetings (on-site and off-site) ensuring presentation materials are available, technology arrangements, refreshments and assisting with meeting notes as requested.
- Assist Project Managers with general project administrative duties such as: project set-up, tracking and reporting, timesheet management, invoice work, tracking design and drawing documentation, assisting with project amendments and project closing.
- Teamwork participation and good communication delivery are important to internal and external clients.
To be considered for this position you'll need to meet the minimum qualifications:
- Proven work experience in a similar role.
- Able to lift and carry up to 15 pounds.
- Customer service focus both internally and externally.
- Solid written and verbal communication skills.
- Hands on experience with office equipment (phone systems, fax machines, printers).
- Requires proficiency with MS Office Suite.
- Demonstrated excellent organizational and prioritization skills.
- Flexibility and adaptable to changing work direction.
- Willingness and ability to work extended hours as needed.
- Willingness to learn new things.
Employment is contingent on a successful background check post-offer. Candidates must be authorized to work in the U.S. without current or future sponsorship.
Widseth is an Equal Employment Opportunity/Affirmative Action Employer