Overview
We are seeking a dynamic and detail-oriented Operations Specialist (Front Desk) to join our team! In this vital role, you will be the welcoming face of our organization, ensuring smooth daily operations at the front desk while delivering exceptional customer service. Your energy, organizational skills, and proactive approach will help create a positive experience for visitors, clients, and team members alike. This position offers an exciting opportunity to develop your office management skills in a fast-paced environment that is a blend of operations, IT, administration, facilities, events, and hospitality. It requires the individual to have the ability to adapt to a changing environment and operational priorities or demands with little or no notice.
ESSENTIAL DUTIES & RESPONSIBILITIES include but are not limited to:
- Greeting clients.
- Ensure all front desk reception areas are equipped for proper professional client experience.
- Document management: scanning and filing.
- Processing mail.
- Maintaining communal office space in office
- Maintaining office equipment.
- Have some IT knowledge – how to set up a computer, basic troubleshooting.
- Operating company vehicles and maintaining the fleet.
- Ordering office supplies including IT equipment, janitorial and restroom supplies.
- Assistance with event planning needs of the firm including holiday and other decorations.
- Organizing meetings on firm calendar
- Dealing with correspondence, complaints and queries.
- Implementing and maintaining procedures/office administrative systems.
- Maintaining company fleet of vehicles (inspections, oil Changes…etc).
- Preparing letters, reports.
- Assist with finding, quoting, and hiring vendors for services including but not limited too security, parking, cleaning, technology for all offices.
- Procurement of products and services through research with regards to reviews, warrantees, and cost.
- Maintaining a safe environment for building occupants and visitors.
- Running errands to local businesses including the post office and UPS, using firm fleet.
- Assisting with administrative needs from our paralegal teams.
- Upload Checks in Drive, so Case Managers can upload in case management system.
- Distribute checks to clients, confirming identity, and adding notes to case management system.
- Order and maintain Police Crash Reports for client cases.
- Other duties as assigned by the Operations Manager as needed.
KNOWLEDGE, SKILLS & ABILITIES
- Strong customer service experience.
- Knowledge of general business software and aptitude to learn new applications: suggested proficiency in Google Suite, Microsoft Office Products.
- Ability to problem-solving independently and collaboratively.
- Strong work ethic.
- Strong time management skills
- Growth mentality.
- Soft skills with an emphasis on the ability to work collaboratively with a diverse group of people.
- Show your ability to evaluate risks and opportunities and make the best decisions to achieve the company's goals.
- Demonstrate a strong ability to analyze problems.
- Demonstrate an ability to perform and communicate.
- Must have Microsoft 365 experience.
QUALIFICATIONS
- High School Graduate or equivalent.
- 1-2 years or more years of front desk experience
- General Information Technology skills
- Have some IT knowledge – willing to train
- Vendor procurement and Purchasing experience, willing to train
- Highly efficient with computer, computer software (Microsoft Office applications Excel, Word) with a key stroke at 65 wpm
- Knowledge and experience with other relevant forms of data technology, including the use of Outlook email and Teams.
- Ability to successfully pass a background check and other pre-employment screening.
- Valid Driver’s license and clean driving record.
PHYSICAL REQUIREMENTS include but are not limited to:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Able to life and carry up to 50 lbs.
- Able to sit at a desk comfortably while working on a computer, for extended periods of time.
- Able to use telephone, voice mail
- Ability to work in a constant state of alertness and safe manner.
WORK ENVIRONMENT
The work environment is characteristic of a standard in office position. Electrical hazards related to frequent contact with office equipment.
Pay: From $42,500.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Application Question(s):
- Do you have a clean drivers license?
- Do you have shipping experience (UPS, registered mail, ect...)
- Are you proficient in all Microsoft applications (Word, Outlook, Teams, etc.....)
Experience:
- Customer service: 1 year (Preferred)
- Basic IT Troubleshooting- Computer, printer, etc.....: 1 year (Required)
Work Location: In person
