Support Specialist

OVERVIEW

The Support Specialist provides a positive first impression to customers either on the telephone or face-to-face while performing various support functions necessary for the company to operate smoothly. This temp-to-hire position provides helpful and timely customer service while building and maintaining customer satisfaction of both internal and external customers. The Support Specialist uses effective communication methods to support company goals and objectives while promoting cooperation and commitment within the company to achieve goals and objectives.

RESPONSIBILITIES

  • Provides a good first impression.
    • Always present at reception desk throughout the day.
    • Answers the company phone line, transfer calls, reviews and distributes the company voicemail daily; approximately 20 calls/day. Documents all calls in the call log at the time received.
    • Distributes the mail and faxes daily; maintains copier and mail machine space; keeps the labels and paper stocked daily.
      • Restock office supply and copier areas nightly. Maintain toner stock and mailing labels.
      • Distribute mail in a timely and orderly fashion; approximately 15 minutes per day.
    • Keeps reception area organized and clean including the magazine display.
    • Prepares conference rooms daily.
      • Plugs in the Polycoms and turns off the lights at the end of each day.
      • Pushes in the chairs, resets and cleans the table, and wipes the dry erase boards at the end of each day.
      • Orders food for conference room meetings as requested.
        • Orders catering a minimum of 24 hours in advance.
        • Books conference rooms a minimum of 24 hours in advance, notifying the administrative team of any visitors.
        • Keeps the conference room and kitchen fridge(s) stocked with guest water every day.
  • Coordinates office activities.
    • Manages the company kitchen.
      • Coordinates refrigerator clean outs at least quarterly.
      • Wipes down the kitchen counter tops and pushes in the chairs nightly.
      • Empties coffee pots nightly; cleans pots weekly; restocking coffee nightly.
      • Monitors and orders supplies in a timely fashion.
      • Manages waste and recycling programs.
    • Takes inventory of office supplies weekly, orders as needed, and price compares vendors.
      • Organizes and takes inventory of supply closet every Friday evening.
      • Orders business cards after they have been approved by department manager or GM.
    • Facilitates the approval and ordering of capital expenditures (>$100 such as desk chairs).
  • Arranges semi-annual carpet cleaning and communicates to the entire company at least three times prior to the date.
    • Is responsible for arranging the disassembly and reassembly of all shared office spaces before and after.
  • Coordinates building maintenance and renovation communications for the corporate office and company owned townhouse between various contractors/suppliers and staff.
  • Communicate, monitor and perform performance evaluation of cleaning crew
  • Facilitates and helps arrange maintenance for company owned vehicles.
  • Provides administrative support.
    • Responsible for filing, including contracts within two (2) days of receiving them; both in electronic & hard copy.
    • Coordinates and prepares General UPS shipments and Quicksilver deliveries within two (2) hours of receiving the request.
    • Prepares presentations, spreadsheets and reports as requested (including Employee/Partner Purchase Program, updating Salesforce, etc.).
    • Assists with travel as requested including booking hotel reservations for remote employees and company visitors, securing conference space or work space, and communicating any IT needs.
  • Track balances on invoices and receipts to ensure proper payment is approved and made in timely manner.
  • Assist/lead special projects insuring completion or smooth transition of duties if necessary.
  • Coordinates company events and meetings.
  • Bi-annual CPS Visit – responsible for putting together gift bags, agendas, proactively communicating to the company and leadership team appropriately, hotel arrangements, and making food reservations and/or ordering and setting up food daily.
  • Meetings – responsible for ordering food, setting-up/breaking-down conference room.
  • Company trainings – responsible for setting-up/breaking-down the meeting space.
    • Manages the purchase and sending of Company holiday gifts annually.
  • Follows documented standard operating procedures (SOPs) and provides timely updates as needed.
  • Assist with special projects as needed.
  • Work diplomatically and effectively across cross-functional teams.
  • Punctual attendance is an essential function of this position.
  • Performing all other duties as assigned.

 

 

REQUIREMENTS

  • Associate degree or equivalent work experience.
  • Ability to use a computer and standard business and other work-related software with minimal instruction.
  • Proficient in Salesforce and Microsoft Office applications including PowerPoint, Excel, Word, etc.
  • Experience working in an office environment; professional attire required.
  • Ability to adapt to a changing environment; be flexible and personable.
  • Experience and current standing as of Notary Public recommended.
  • The ability to follow directions with a positive attitude.
  • Ability to appropriately communicate professionally at all levels within a company.
  • Proficient in prioritizing tasks to accomplish higher and lower priority responsibilities simultaneously to achieve all tasks/projects by deadlines.
  • Willingness and initiative to volunteer to take on tasks that don’t fall directly into “the job description”.
  • Proactively looking ahead to see what tasks could be completed to make things efficient and effective.
  • Professional written, verbal and interpersonal communication skills that produce desired results.
  • Ability to effectively present information and respond timey to questions from internal and external customers which includes coworkers, managers, customers, regulatory agencies and vendors.
  • Capable of reading and interpreting information, such as reports, general correspondence and policy guidelines, with the ability to share with others as needed.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, fractions and decimals.
  • Excellent time and organizational abilities with the ability to seek assistance in a professional manner.
  • Ability to manage multiple and varied projects simultaneously with minimal supervision while maintaining attention to detail and appropriate follow through.
  • Capable of demonstrating an understanding of, and being sensitive to, a culturally diverse customer base.
  • Ability to maintain confidentiality and comply with professional ethics and standards.
  • Demonstrated ability to learn and apply newly acquired feedback, skills, and knowledge.
  • Excellent active listening, decision-making, team building and customer service abilities.
  • Ability to learn and apply new competencies and information as to enhance individual job performance and make recommendations to the department.
  • Strong sense of urgency, accuracy, and follow through.
  • Ability to work independently and as a contributing team member; self-motivating.
  • Ability to be at the office 8 a.m. to 5 p.m. Monday through Friday on a consistent basis.