Office Assistant Manager (with sales background)
Advanced Nationwide Security Corporation
-
Tampa, FL 33637
Job details
Salary
$11 - $14 an hour
Job Type
Full-time
Part-time
Benefits
Pulled from the full job description
• Pay:
• $11.00 - $14.00 per hour
• Benefits:
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance
Full Job Description
JOB SUMMARY:
Under the general direction of the Owner/Operations Manager, the primary responsibilities of the Office Assistant are to professionally and courteously greet, direct and assist guests and clients on telephone and in person; make outbound calls, prepare correspondence, forms, reports, presentations and databases; read and route incoming mail; arrange for packaging, mailing and/or transporting of mail and materials; create and maintain files; file documents accurately and timely and maintain confidentiality of all client information.
EXPERIENCE | EDUCATION:
• High School Diploma or equivalent plus a minimum of one year of experience in an office assistant and/or customer service role in a fast-paced office environment.
JOB REQUIREMENTS:
• Normally, 35 - 40 hours per week with extra time as needed to support the mission, activities and expansion of the organization. Any overtime must be pre-approved by Management.
• Knowledge of general office procedures and customer services principles and practices.
• Demonstrated skill and proficiency with Windows-based computer applications (specifically Word, CRM, Power Point, Outlook and Excel Software) and other industry-related software and office equipment.
• Excellent conceptual thinking skills and the ability to identify and analyze complex and sensitive issues, problems and conflicts and to use independent judgment to make decisions, and to recommend and/or implement solutions.
• Ability to listen and communicate clearly, fluently and diplomatically orally and in writing in the English language; also to maintain excellent interpersonal and cooperative relationships with management, staff and clients.
• Ability to plan, organize, prioritize, and accurately follow through on work activities with time constraints and interruptions to meet deadlines as well as to work independently with a minimum amount of direction and/or supervision.
• Ability to remain flexible, resilient, calm, maintain a sense of humor and to regularly present a well-groomed, professional image.
• Ability to exhibit desirable and appropriate behavior including integrity, industriousness, sense of urgency and confidentiality and independent judgment to provide for a cohesive working environment dedicated to achieving the organization’s goals.
• Ability to work effectively and respectfully with staff, managers, executives and others with a variety of working styles to achieve accountability and results using authority and influence sensitively to garner cooperation and maintain service excellence.
• Ability to work daily and effectively to balance stress of multiple projects, conflicting priorities, substantial workload, environmental ambiguity and changing plans through self-management and productive communication with the supervisor and management team.
• Ability to generate goodwill for the organization and its management among staff, clients, suppliers, referral sources, regulatory bodies, the general community and others pertinent to the business; demonstrate a strong commitment to client service and service excellence.
• Ability to meet the physical and cognitive requirements of the essential job functions
PHYSICAL DEMANDS |WORKING CONDITIONS:
• Normal interior office conditions with occasional local travel and/or professional meetings.
MENTAL DEMANDS:
• The job involves the ability to use independent judgment to make decisions and to recommend and/or implement solutions.
• The ability to listen and communicate clearly and to maintain positive interpersonal and cooperative relationships with co-workers, clients and management.
• The ability to plan, organize, prioritize, and accurately follow through on work activities with time constraints and interruptions to meet deadlines as well as to work independently with a minimum amount of direction and/or supervision.
• Ability to remain flexible, resilient, calm, maintain a sense of humor and to regularly present a well-groomed, professional image.
ESSENTIAL RESPONSIBILITIES:
• Understand the strategy, vision and expansion model of the organization including a basic understanding of our company business; be aware of and help to enforce organizational policies and best practices procedures.
• Consistently support the general direction, initiatives and specific final decisions of the Management Team in all aspects of the business; use influence sensitively to garner cooperation of management and co-workers.
• Generate goodwill for the organization and its management among staff, clients, suppliers, referral sources, regulatory bodies, the general community and others pertinent to the business; demonstrate a strong commitment to client service and service excellence.
• Greet, direct and assist persons who phone and/or enter the office in a polite, respectful and helpful manner to ensure positive relationships. Screen and route request or calls to appropriate persons; take accurate and timely messages or direct callers to voice mail when appropriate. Provide timely and accurate administrative and customer service support.
• Prepare correspondence, forms, reports, presentations and databases using available computer hardware and software and other office machines; create and maintain files accurately and timely and treat information acquired in the course of work confidentially and responsibly.
• Read and route incoming mail. Locate and attach appropriate file to correspondence to be answered by employer if needed; process all appropriate paperwork and maintain data and update profiles as necessary or required on a timely basis.
• Assist with the production of client communications, marketing materials and mass mailings including creating and maintaining labels; arrange for packaging, mailing and/or transporting of mail and materials. Prepare out-going mail and correspondence, including e-mail and faxes.
• Coordinate managers’ schedules and make appointments as directed.
• Maintain office supplies by ordering necessary supplies; arrange for technical support and/or maintenance of copy and fax machines and other office equipment; also, maintain conference room schedule, ensure common office areas and conference rooms are neat and tidy and arrange for catering as requested.
• Participate in cross-training with other positions both as necessary and as requested by supervisor to ensure that the workflow is uninterrupted during absences from work. This cross-training may involve learning at least one other position; also training at least one other individual to perform the Office Assistant work functions.
• Develop, maintain and update a procedures manual for the position as well as a year-at-a-glance listing of all activities/responsibilities to ensure time-specific functions are prepared for and met in the normal course of business, and not "crisis" mode.
• Develop, recommend and implement (with firm management’s approval) new processes and procedures to reduce errors in data entry, reduce processing time and increase efficiencies.
• Make outbound calls and follow up.
• Regular, consistent, and punctual attendance is an essential function of this position.
• Perform other duties as requested or required by management.
Job Types: Full-time, Part-time
Pay: $11.00 - $14.00 per hour
Benefits:
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance
Schedule:
• 8 hour shift
• Day shift
• Monday to Friday
Experience:
• relevant: 1 year (Required)
• customer service: 1 year (Required)
• 10 Key: 1 year (Preferred)
• QuickBooks: 1 year (Preferred)
Education:
• High school or equivalent (Required)
Location:
• Tampa, FL (Required)
Work authorization:
• United States (Required)
Work Location:
• One location
Work Remotely:
• No