Office Services Assistant

Key Responsibilities

• Personally, greets visitors using main/visitor entrance, per established guidelines.

Ensures greeter interactions are professional, friendly, welcoming, timely and remain a first priority in day-to-day activities.

• Ensures security is maintained at the Business Center per established guidelines.

• Maintains visitor calendar in Outlook - daily. Maintains sign in/out logs and visitor badges. Maintains visitor monitor per established guidelines.

• Provides information and assistance to visitors and employees.

• Ensures greeter workstation, all public areas and servery area are maintained in a professional, neat and clean manner.

• Makes coffee, runs/empties dishwasher, maintains inventory and keeps supplies (coffee, paper products, related supplies) stocked. Places orders as necessary and per procedure.

• Accepts deliveries (mail, overnight mail, etc.). Sorts and/or assists in sorting incoming mail. Distributes mail per procedure.

• Provides administrative support to designated departments and staff, including but not limited to: preparation of correspondence, memorandum, reports, budget/forecast documentation, copying, filing, scheduling meetings, and other duties as assigned.

• May handle sensitive or confidential information.

• Ensures greeter workstation is properly managed/manned at all times.

• Assists with training backup personnel and ensuring back-up personnel follow established procedures or guidelines to maintain world-class service.

• Picks up and delivers all interoffice mail daily.

• Drops all out-going mail at Elyria Post Office at the end of each day.

• Delivers and/or picks-up correspondence/packages.

• Picks up certified mail from USPS as needed.

• Manages certified letters through the e-Certify program.

• Receives, date stamps, scans, and delivers invoices to Accounts Payable.

• Picks up wholesale supplies when needed.

• Picks up grocery supplies and lunches as needed for Business Center functions and trainings.

• Orders postage and postage meter supplies.

• Maintains the postage meter and assists with the selection of vendor and contract negotiations.

• Inventories and orders designated Office Service supplies for the plant.

• Maintains appearance and maintenance schedule of courier van.

• Runs miscellaneous errands as assigned.

• Understands both RIS' ISO 45001 Occupational Health & Safety and ISO 14001 Environmental Management Systems and assists with executing their objectives.

• Other duties and responsibilities as assigned.

Minimum Requirements

• High school or GED equivalent. Associates Degree in Business/Secretarial Science or Certificate of Completion in equivalent program is required. Equivalent training/experience will be considered.

• Three (3) or more years experience in administrative position with similar responsibilities is required.

• Experience with customers/guests in a host/hostess or similar type of position is highly desirable.

• Position requires customer/visitor contact. Must possess excellent interpersonal, written and verbal communications skills.

• Must be detail oriented and customer focused, recognizing that even the smallest activities/tasks can have a significant impact on image and customer service.

• Must be highly organized and able to problem solve effectively. Must possess strong work ethic and commitment to quality.

• Advanced proficiency in MS Office (Word, Excel, Outlook) is required. Must be able to generate reports, correspondence and other documents in a timely and quality manner to meet operational and customer needs.

• Must be able to follow established company procedures as well as those related to regulatory requirements.

• Work history must demonstrate the ability to be discrete and capable of maintaining absolute confidentiality and discretion in all matters.

• Must be willing to work additional hours or off-hours as needed to meet business objectives.

• Physical demands 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 of this job.