Etna Shared Services is seeking a Showroom Office Coordinator for our Travers City location.
Provide an outstanding experience for office visitors, callers, and associates by answering and facilitating general phone calls, handling company mail, maintaining office supplies and equipment, and assisting with administrative tasks and projects as assigned.
Essential Duties and Responsibilities:
These include the following and others may be assigned.
- Meet or exceed the expectations of our customers by providing a positive customer experience.
- Answer all calls in a prompt and courteous manner ensuring the callers are routed promptly and correctly to the appropriate place and not kept waiting unnecessarily.
- Greet visitors promptly and courteously, and ensure they are routed to the correct department/personnel.
- Collect and distribute messages for employees of the organization.
- Distribute incoming mail and faxes and post outgoing mail.
- Maintain operational office equipment and appropriate levels of general office and janitorial supplies.
- Maintain cleanliness and professional image of the reception area.
- Restock and maintain coffee, break room areas, and conference rooms.
- Act as a liaison with building management, maintenance contractors, cleaning staff, etc.
- Provide general administrative assistance as needed, examples include but are not limited to scheduling appointments and meetings, typing memos and correspondence, and assisting employees with copying and hole punching.
- Generate O&M and close-out documentation accurately and timely for customers as requested.
- Maintain corporate extension and cell phone lists.
- Maintain file spreadsheet.
- Special projects as assigned.
- Regular and predictable attendance.
- Work safely.
Supervisory Responsibilities:
Knowledge, Skills, and Abilities:
- Must be able to communicate effectively and in polite, friendly manner in person and by phone.
- Maintain a professional image as a representative of the Company.
- Working knowledge of Avaya phone system, IP Office Soft Console, and Microsoft Office products.
- Working knowledge of Etna Family of Companies organizational structure and staff.
- Ability to operate standard office equipment.
- Effective keyboarding and professional correspondence skills.
- Effective interpersonal, customer service, organization, and stress management skills.
- Ability to effectively manage multiple tasks, priorities, and deadlines and easily adapt to changing situations.
Education and/or Experience:
- High school diploma or equivalent; or
- One to two years of related experience and training; or
- Equivalent combination of experience and education.
Certifications and/or Licenses:
Physical Demands and Working Conditions:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Frequently required to sit; talk and hear; grasp and handle; and use fingers.
- Occasionally required to stand and walk; stoop and reach; carry; and lift up to 25 pounds.
- Must be able to fulfill the essential job functions in a consistent state of alertness and a safe manner.
- Specific vision abilities required by this job include clear vision at 20 inches or less.
- Work performed primarily inside.
- The noise level in the environment is usually moderate.
- Pass substance abuse screening.
