POSITION TITLE: Office Administrator
DEPARTMENT: Operations
CLASSIFICATION: Non - Exempt
REPORTS TO: Operations Manager
SUPERVISORY POSITION: No
JOB SUMMARY:
This position entails greeting students, participating in morning check in, making appropriate inputs into the registration system, printing certificates, working on a multi-line phone system, general computer and office work and other duties as assigned. Also responsible for facility maintenance and vendor contract services, student registration, inventory management of courseware and technical training kits, and other general support services required for routine operation of the training facility.
DUTIES AND RESPONSIBILITIES:
- Greet and direct visitors and/or students.
- Assist students/guests with all requests and questions.
- Order business-related stationary, such as business cards, letterhead, envelopes and mailing labels as well as all shipping supplies, i.e. FedEx, Airborne, Express Mail.
- Order and distribute courseware. Manage the facility’s distribution center for courseware and office administration supplies. Establish and maintain reasonable controls to prevent loss and theft. Maintain stock of toner and paper supplies for all copy and fax machines.
- Schedule and maintain cleanliness of conference rooms, break rooms. Ensure prepared coffee is available in the breakroom throughout the day.
- Process sales orders for the Business to Business and Business to Consumer sales teams.
- Ensure accuracy of information on sales orders, train account executives and management on missing or incomplete processes in orders.
- Process enrollment and certificate requests.
- Collect and scan attendance reports.
- Answer inbound phone calls.
- Accept deliveries; sort and deliver incoming mail.
- Work on special projects as needed (i.e. mailings, compiling of materials, etc.).
- Any other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Self-confidence, positive attitude, solid work ethic and a strong desire to succeed.
- High degree of flexibility and ability to adapt to change.
- Strong knowledge of Microsoft Office, Teams, Zoom and CRM/Salesforce.
- Excellent communication, written, and oral skills.
- Excellent organizational abilities and be able to deal effectively with people.
- Must be detail oriented; possess good judgment, show initiative, good job attitude, able to multitask and be dependable.
- Ability to work under pressure and deadlines is essential.
EDUCATION AND EXPERIENCE: Bachelor’s Degree or equivalent experience
PHYSICAL REQUIREMENTS:
- Frequent sitting and/or standing required.
- Constantly operates a computer with use of hands/fingers.
- Must be able to effectively communicate by means of the spoken word to impart oral information to coworkers or to the public and convey detailed spoken instructions to others accurately, loudly, or quickly.
- Must be able to perceive the nature of sounds by ear.
- Lifting or carrying objects 30lbs or less while using safe lifting techniques.
WORKING CONDITIONS
- Works inside, closely with others
- Generally works regular work hours, occasionally works after hours
- Noise level in the work environment is usually moderate to noisy
CONCLUSION - INTENT AND FUNCTION OF JOB DESCRIPTION
This job description has been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform this position. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by managers as deemed appropriate.
In accordance with the American with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can quit or be terminated by employer for any reason not prohibited by law.'
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Work Location:
Work Remotely