Responsibilities:
Specific Responsibilities
Front Desk Reception and Administration (20%)
- Receive, screen and direct all phone calls coming to the SLS main phone number.
- Manages the front desk coverage schedule.
- Greet visitors and ensure registration in the visitor log, issue visitor identification badges when appropriate, and notify SLS staff of the visitor’s arrival.
- Coordinate the delivery of mail and packages. Maintain a log book to register who picks up delivered packages.
- Collect sort, and distribute incoming mail and deliver office supplies.
- Maintain safe, clean and free of clutter reception and mail room areas.
- Prepare and keep updated the Facilities Manual with contact info and description of receptionist’s actions in each situation for coverage purposes.
- FedEx, UPS
Facilities Assistance (20%)
- Manage the name tags for cubicles & offices.
- Ensure office is stocked with office supplies and other required items to maintain the office operations. Maintain inventory of Office supply room and kitchen(s) areas in order to provide uninterrupted supply of goods and limit the number of orders.
- Manages the stocking of the kitchen with necessary supplies.
- Assist with market research for vendors for SLS facilities’ needs (plumbing, other maintenance contractors).
- Assist with managing SLS office machines.
- Assist with Emergency Evacuation Procedures in compliance with SLS Emergency Evacuation Plan.
- Assist with Fire Drills, scheduled by the building management; manage a group of volunteers for organized evaluation of SLS employees from the building.
- Schedule and coordinate meetings/special events as requested.
- Provide requisition forms when purchasing any office equipment any/or office & kitchen supplies
- Maintain files associated with the facility office.
Main Functions (60%)
- Help with data entry efforts to update client records based on returned mail.
- Coordinate with the external document storage vendor and assist SLS staff with document retrieval and storage requests.
- Balloon notices processing.
- Late notices/30 day demand letter processing
- Checks - stamp, fold, & mail out
- Check copies - scan & rename
- IRA checks & emails processing
- Returned refund checks/emails
Qualifications
- MUST have a High School degree with preferred, 1-2 years of experience in customer service delivery with office administration skills.
Knowledge and Skills
- Proficient in Microsoft Office Suite and experienced in calendar management for organizational events in Office 365.
- Experience operating multi-line phone system.
Competencies
- Good organizational skills; ability to balance multiple priorities.
- Good communications skills and ability to work with people at all levels.
- Good internal and external customer service and problem-solving skills.
- Ability to work independently and maintain confidentiality.
- Ability to follow specific, outlined and detailed procedures. Contributions are usually limited to routine and assignment-related activities.
Physical Demands
- Ability to lift up to 30lbs.
- Office moves
*Disclaimer – This is 100% onsite. No Remote work
Pay: $19.00 - $24.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
