Office Administrator - Reynoldsburg, OH

REPORTS TO: Division Manager

RESPONSIBILITIES: Position is clerical in nature and encompasses a variety of general office procedures. Completion of all assignments in a confidential, accurate and timely manner is required.

DUTIES:

Telephone

• Answer calls in a confidential, courteous, and professional manner within one to two rings, and direct telephone calls to the appropriate person(s) or to voicemail when recipient is unavailable. Responsibility for telephone activity is primary responsibility; other staff members will share duty to answer calls in the absence or inability of Receptionist.
• Maintain internal telephone listings and distribute to each extension.
• Trouble shoot and resolve problems with telephone equipment

Copier & Fax

• 1. Order supplies (paper and toner).
• Call for scheduled maintenance & repairs as required.

Visitors

• Greet and direct visitors to the appropriate individual(s).
• Process in-person applicants. Application process includes securing proof of driver’s license, facilitating completion of application and administering & scoring aptitude tests.

Bids and proposals

• Request and receive specifications, plans and invitations to bid on sewer maintenance and rehabilitation projects.
• Distribute bid and proposal information received to the appropriate contract bidder.
• Type bid and proposal documentation and assist in preparation of bids and proposals as requested.
• Process Contracts and coordinate return to customer.
• Process Inspection Data and Produce Customer Reports
• Manage data from field crews to create and distribute to customers.
• Manage Data on the network.
• Communicate with managers, supervisors and IT support when there are data issues during the creation of deliverables or consistent problems with the reports.
• Assemble reports into books, process photos and send to customers as directed.

Mail and Shipments

• Process and arrange for receipt and delivery of mail, UPS, Federal Express and other types of shipments.
• Maintain postage machine and meter to ensure proper working order.
• Maintain established dollar balance on the postage meter.
• Open and distribute mail and packages.
• Order and maintain supply of shipping documents and related materials.

DOT Logs

• Establish driver files and enter data received from drivers on DOT logs into software/spreadsheets. Process reports for review by management and the drivers.

Perform additional assignments and projects as required by the business operations of the company.