Administrative Assistant

JOB SUMMARY

Under general supervision, the Customer Service Office Coordinator is responsible for proving a wide range of administrative and office management for a large department. The scope of responsibilities will include providing general support to the call center leadership, creating internal communications, managing email distribution lists, and organizing Customer Service Call Center incentive contests. Additional responsibilities will include meetings and events and managing internal communications calendars and materials. The position requires a high level of initiative, customer service, conflict management, process development and problem-solving.

MAJOR DUTIES AND RESPONSIBILITIES

Actively and consistently support all efforts to simplify and enhance the customer experience

Provides general administrative and office management support.

Coordinates events and organizes special arrangements including audio visual equipment, conference calls, agendas, technology, staffing, catering, location, and setup, etc.

Demonstrates professional written communication skills via reports, executive summaries and newsletters requiring the integration of multiple office technology and software applications.

Acts as a resource for the call center leadership team to perform data collection, analysis and research to develop employee communications, department level reports and spreadsheets, and other complex documents or presentations.

Completes daily and weekly tasks to anticipate the needs of the call center team such as prepare office supply orders, sort and distribute mail, code and track invoices, request purchase orders, etc.

Routinely interacts with employees at all levels of the organization

Provide possible solutions when approaching the leadership team with a problem and explain the pros
and cons of each solution

Answer and route telephone calls; perform liason function to support smooth operations in the department.

Monitor office equipment including printers or copy machines and trouble shoot for minor repairs and maintenance.

Maintain accurate files and records.

Prepares and maintains confidential information and data.

Perform other duties as requested

REQUIRED QUALIFICATIONS
Skills/Abilities and Knowledge

• Ability to read, write, speak and understand English
• Outstanding organizational,writing and proofing skills
• Ability to communicate with employees, customers, suppliers, in person, on the phone, and by written communications in a clear, straight-forward, and professional manner
• Ability to prioritize and organize effectively
• Proficiency in Microsoft Office applications
• Ability to lift up to 25 lbs.
• Ability to maintain confidentiality of information
• Ability to reach with hands and arms, to bend, to talk and hear, and to read and use a computer
• Ability to type with speed and accuracy

Education
High school diploma

Related Work
3+ years full-time experience in coordination/support positions