Administrative Support Specialist

Company Description 
Team Modern is a family of businesses headquartered in Somerset, KY. With over 50 years of family ownership, our diverse portfolio of business divisions is dynamic and growing – serving business clients in areas such as warehouse distribution, employer break room services, graphic design, and field service. Our relaxed but driven environment is ideal for candidates who are looking to make a material impact at their workplace.

Team Modern is seeking an Administrative Support Specialist to warmly welcome visitors, manage telephone communications, and maintain an organized reception area. This role involves supporting customer service, handling clerical tasks, and ensuring the smooth operation of office activities, while embodying our company values, playing a critical part in our mission of "Creating Better Experiences...The Modern Way." The ideal candidate excels in multitasking, customer service, and administrative support with strong communication and organizational skills.

Essential Functions

• Greet and Direct Visitors: Warmly welcome all visitors, ensuring they are promptly directed to the appropriate person or department.
• Maintain Reception Area: Keep the reception area tidy, organized, and presentable at all times.
• Manage Telephone Communications: Professionally answer, screen, and forward incoming phone calls to the relevant parties.
• Handle Mail and Shipments: Receive, sort, and distribute incoming mail and packages; coordinate the shipping of outgoing packages.
• Customer Assistance: Provide support for customer phone orders and coordinate order pickups, ensuring a seamless customer experience.
• Office Supply Management: Monitor and maintain office supply inventory, ensuring the efficient operation of daily office activities.
• Support Financial Transactions: Assist route drivers with the collection of cash and checks, ensuring accurate and timely processing.
• Clerical Support: Perform a variety of clerical tasks, including but not limited to:
  1. Collecting and organizing daily deposits.
  2. Creating labels, tags, and other necessary documents.
  3. Entering customer orders, processing credits, and maintaining accurate records.
  4. Scanning documents and ensuring proper electronic filing.
• Any additional task assigned by manager; duties, responsibilities, and activities may change or be assigned at any time with or without notice.
• Adhere to all company safety policies and guidelines.
• Adhere to and promote Team Modern’s values of Optimistic Energy, Fairness, Teamwork, Customer Focus and Gratitude.

Ideal Candidate Profile:
To succeed in this role, you must demonstrate proficiency in the essential functions listed. The following qualifications outline the necessary knowledge, skills, and abilities required.

Education & Experience Requirements:

• High school diploma or equivalent.
• 2 years of experience in a receptionist, administrative, or customer service role.
• Experience in handling multi-line phone systems and managing front-desk operations is advantageous.
• Familiarity with office management practices and procedures is preferred.

Skill Requirements:

• Excellent verbal and written communication skills; ability to interact professionally with customers, vendors, and colleagues.
• Strong customer service skills with a focus on creating positive experiences for visitors and callers.
• Exceptional organizational skills with the ability to multitask and prioritize tasks efficiently.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment (copiers, printers, etc.).
• High level of accuracy in handling clerical tasks, data entry, and financial transactions.
• Ability to address and resolve issues independently while maintaining a positive and professional demeanor.
• Strong time management skills with the ability to manage multiple responsibilities simultaneously.
• Ability to work collaboratively with and support team members across various departments.

Additional Information

Schedule: Monday-Friday; start time: 8:00am – 4:30pm.
Physical Demands: Employee must occasionally lift and/or move up to 30 pounds.
Working Conditions: Work takes place in a well-lit, comfortable office space.

An Equal Opportunity Employer
Team Modern does not discriminate on the basis of race, color, national origin, ancestry, age, religion, military and veteran status, sex, gender, gender identity, gender expression, sexual orientation, genetic information, marital status, medical condition, pregnancy, or any other legally protected characteristic; and it will comply with all applicable state discrimination laws. No person will be denied employment solely because of a disability, provided that the person can perform the essential functions of the position for which the person has applied, either with or without reasonable accommodations.