What are the responsibilities and job description for the Administrative Assistant position at Oral Arts Laboratory Inc?
Company Name: Oral Arts Dental Lab
Position: Receptionist/Admin Assistant
Location: Huntsville, AL
Pay/Salary is based on relevant experience.
Oral Arts is a full-service family owned and operated dental laboratory. We manufacture dental prostheses, such as crowns, bridges, implants, dentures, partials, orthodontic appliances, etc. and are looking to fill the role of Receptionist/Administrative Assistant.
Major Duties & Responsibilities:
1. Greet and assist all visitors professionally, ensuring they are properly signed in, treated courteously, and directed to the appropriate location. Notify management immediately upon visitor arrival by phone and exhaust all communication methods (phone, paging, email, and contacting close team members) if the intended contact is unavailable.
2. Monitor and control visitor entrance door access, granting entry only when it is safe and appropriate to do so.
3. Professionally manage incoming phone calls with a clear speaking voice, positive attitude, and strong customer service focus, ensuring calls are accurately routed to the appropriate department or individual.
4. Coordinate all case pickup requests accurately and promptly by communicating details to the appropriate party or driver, maintaining an organized pickup log, and ensuring zero delays or errors.
5. Process all incoming and outgoing mail, overnight packages, and deliveries by sorting, distributing, and routing items to the appropriate individuals and departments in a timely manner.
6. Provide administrative support including printing, mailing, faxing, scanning, copying, laminating, stapling, folding, sorting, filing, typing, and other clerical tasks as needed for management and staff.
7. Maintain the postage machine and manage stamp petty cash to ensure adequate supplies and accurate tracking.
8. Oversee technician smock dry cleaning coordination and maintain organization of the smock storage closet.
9. Prepare and send birthday and work anniversary cards for active employees.
10. Assist the Accounting Department with month-end responsibilities and other accounting-related duties as assigned.
11. Perform light housekeeping duties daily and as needed, including making coffee, loading and unloading the dishwasher, cleaning refrigerators, and maintaining a clean and organized front office and breakroom environment.
12. Coordinate and book travel arrangements for management as needed.
13. Ensure all front desk forms, documents, and resources are current, accurate, and fully stocked.
14. Order administrative and office supplies weekly, maintain supply inventory, and ensure copy machines and paper supplies remain fully stocked.
15. Continuously develop knowledge of company products, services, and processes to effectively handle technical customer service calls, billing inquiries, and general customer support needs.
16. Perform other duties or projects assigned by management
Required Qualifications:
- General administrative and telephone/customer service experience
- Must be able to read and follow instructions
- Computer skills and ability to operate general office equipment
- Must be able to type a minimum of 50 words per minute accurately.
- Excellent organizational skills
- Efficient and effective time management
For information on Oral Arts, please visit our website at www.oralartsdental.com.
With or without reasonable accommodation, the physical and mental requirements of this job include the following: seeing, hearing, speaking, and writing clearly. Occasional reaching with hands and arms, stooping, kneeling, crouching and crawling. Frequent sitting, standing and walking, which may be required for long periods of time and may involve climbing stairs regularly. Additional physical requirements may include: Frequent lifting and/or moving up to 25 pounds and occasional lifting and/or moving up to 50 pounds.
Oral Arts Dental Laboratory is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.