Administrative Support - JVIS

SUMMARY:   The Administrative Support aids in guest, building, and employee support for daily activities. The Administrative Support will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls. Must be able to deal with emergencies in a timely and effective manner, while streamlining office operations. The Administrative Support will be required to aid various departments in daily operations to ensure the facilities and departments have the necessary means to function.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

Receptionist Duties

• Answer phones and direct caller to the appropriate staff member
• Provide a warm and welcoming experience for all guests, assisting with the check-in process.
• Keep lobby clean and professional
• Retrieve incoming mail and distribute it accordingly
• General support for staff members at Shelby 4
• Serve as an executive assistant to select individuals, providing personalized support.

Operational Duties

• Main contact for daytime spot cleaners and nightly cleaning crew
• Inventory and order cleaning supplies for Shelby 4 / unload pallets upon supply arrival
• Inventory and order office supplies for Shelby 4
• Coordinate travel arrangements and reservations as required
• Organize office functions as required
• Support programs as needed

Purchasing Department Duties

• Assist with purchase requisitions, purchase orders, employee expense reports, and the invoicing process, ensuring accuracy and timeliness.
• Engage in continuous improvement opportunities as required.

Follows all safety, housekeeping (5S) and company policies and procedures.

Coordinates and maintains all job responsibilities in a continuous and flexible manner and performs other related duties and job assignments as required.

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:  No degree required but preferred.  Receptionist / administrative support experience preferred. Automotive supply experience preferred.

Proficient in use of a computer and common office software (i.e. Word, Excel, and Outlook, etc.).  Ability to work in a self-directed environment.

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, talk, hear, and walk.  Occasionally bend, squat, reach, twist/turn and lift up to 10 lbs.  Specific vision abilities required by this job include ability to adjust focus.

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