Office Support Specialist

Overview
We are seeking a dynamic and detail-oriented Office Support Specialist to join our team. In this key role, you will ensure efficient daily office operations by providing comprehensive administrative, and operational support. The role provides hands-on support across multiple departments.

Essential Duties and Responsibilities:

Operations Support:

· Greet visitors promptly and professionally; direct them to appropriate staff

· Provide Administrator support on call systems including routing incoming calls (courteously and efficiently), voicemails, employee onboarding / offboarding and distribute faxes

• Maintain office procedure and emergency preparedness manuals

· Schedule annual building maintenance and inspections (e.g., HVAC, fire systems, sewer)

· Coordinate office equipment repairs (copier, postage meter, phone system, etc.)

· Distribute mail to all departments with confidential information

• General office organization and cleaning of common office areas; including unloading dishes, wiping counters

· Maintain vendor and tenant insurance documentation using Excel

· Prepare daily check requests for vendors, utilities, and maintenance expenses; distribute payments with appropriate documentation

· Provide support to Business Department, including drafting correspondence, preparing check requests, mailing, scanning, and filing

· Perform cost comparisons of approved office supplies, while keeping inventory stocked

· Maintain and reconcile petty cash, documenting all transactions and replenishing funds as necessary

· Track onsite and offsite storage boxes, including destruction dates, and provide reports for review

· Coordinate office events and celebrations (e.g., birthdays, staff appreciation)

· Manage calendars, schedule meetings, and coordinate internal and external appointments

· Maintain confidential records and sensitive organizational information

· Identify opportunities to improve administrative efficiency and implement process improvements

· Support special projects as assigned by leadership

· Provide general administrative support to Operations Manager as needed

Accounts Payable & Financial Support:

· Process accounts payable transactions, including invoices, expense reports, and check requests

· Ensure all invoices are coded accurately, supported by proper documentation, and approved according to policies

· Coordinate timely vendor payments and maintain vendor records

· Assist with reconciliations, reporting, and financial recordkeeping

Qualifications:

· Education/Experience: High School diploma or equivalent. Minimum one (1) year general office/clerical experience. Minimum one (1) year customer service.

· Language Ability: Ability to communicate clearly and professionally while speaking. Ability to read, analyze, and interpret general business documents. Ability to write concise correspondence including emails. Capture relevant information in case notes when necessary. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

· Customer Service – Build rapport and elicit problem details necessary to determine the appropriate person to handle the call. Manages difficult or emotional customer situations.

· Work Ethic: Ensures work responsibilities are covered when absent. Follows instructions, responds to management direction. Ability to maintain confidentiality. Shows respect for diversity. Prioritizes and plans work activities. Completes work in a timely manner.

· Organizational Support: Follows policies and procedures; completes administrative tasks correctly and on time. Supports organization's goals and values. Benefits organization through outside activities. Reports potentially unsafe conditions.

· Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

· Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

· Computer Skills: To perform this job successfully, an individual should have intermediate level knowledge and use of Microsoft Word and Excel. Ability to type 35 wpm.

Work Environment:

The work environment characteristics and physical demands are of typical office administrative roles with quiet noise levels. The employee must occasionally lift and/or move up to 10 pounds. While performing the duties of this job, the employee is regularly required to sit and speak on the phone.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Join us as an Office Support Specialist and become a key contributor to our vibrant team! Your proactive attitude will help foster a productive environment where everyone can thrive. We are committed to providing a supportive workplace that values your skills and encourages growth.

Pay: From $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $20