Office Service Assistant - Utility Associates, Inc.
Decatur, GA 30030
About the Job
About Us: #Utility is an innovative technology company that continually delivers groundbreaking digital systems for frontline professions that depend on speed, accuracy, easy-to-access data, and transparency in their work. Immerse yourself in our vibrant culture. At Utility Associates Inc., we foster a purpose-driven environment that values ethical practices and teamwork. We prioritize transparency and trust-building, creating a supportive atmosphere for growth and innovation. Our team wholeheartedly embraces diversity, promoting inclusive harmony. We highly value work-life balance and celebrate employees' contributions within a recognition-driven culture. Join us at Utility Associates Inc. for a fulfilling experience where positive impact and collaboration shape a brighter future.
Position Summary
The Office Administrator will manage and coordinate office activities and operations while providing administrative support to all departments companywide. In this role, your primary responsibilities will consist of multitasking many projects at once. The Office Administrator will report directly to the HR Manager.
Essential Duties and Responsibilities
The essential functions include, but are not limited to, the following:
- Complete a variety of administrative tasks
- Exhibit exceptional professionalism and communication skills
- Maintain professionalism in appearance, demeanor, and behavior
- Complete requested departmental projects such as putting together presentations, planning, and strategizing
- Greet and get visitors checked in a courteous manner
- Supplies – order, stock, and keep organized all office and beverage supplies for the organization
- Assist the Human Resources Manager with a variety of tasks, including filing, organizing, and planning
- Manage the front desk/lobby area – switchboard – direct callers to the appropriate party
- Provide organizational support and be a subject matter expert on all things related to the company
- Cafeteria/break room - tidy up and keep the cafeteria organized and neat when you arrive – after lunch and before you leave for the day
- Manage Mail - Check/send/ship/disburse
- Miscellaneous offsite duties: pick up lunch, shopping for business needs
- Maintain and manage vendor accounts and communications – keep vendor logs updated and current
- Manage building issues such as plumbing, hazards, janitorial, etc., and communicate with building management on these areas
- Create and send out flyers/team memos, organizational announcements
- Establish and manage the Asset Tagging System and build a spreadsheet to maintain
- Stock the beverage area each morning when you arrive and before you leave on all floors
- Complete projects requested by executive leadership
- Coordinate deliveries, repairs, etc.
- Enter data into spreadsheets and maintain documents
- Ensure that the basic administrative functions of the organization are handled
- Prepare reports
- Create more efficient processes
- Employees are expected to arrive at work on time and fully prepared for their scheduled shifts, maintaining regular and consistent attendance.
Mandatory Qualifications (Knowledge, Skills, and Abilities)
- Minimum educational level High School
- 3 years of Front desk receptionist experience
- Reliability and discretion: you will often learn of confidential matters when assisting HR
- Adaptability
- Superior communication skills – verbal and nonverbal, written
- Expert organizational and time management skills
- Technical skills: Proficiency in MS Office programs
- Excellent problem-solving skills
- Initiative
- Budgeting skills
- Extreme attention to detail
- Must speak-read-write English proficiently
- Must be available Monday-Friday, 9:00 am – 5:00 pm, and overtime as needed
Physical Demands and Work Environment
This role requires the employee to have the ability to maintain a stationary and an upright position consistently. Employees must be able to move (frequently, occasionally, seldomly, constantly) within the office to access file cabinets, office machinery, and other resources. This position involves (consistently, frequently, occasionally, seldomly) utilizing computer operations and various office productivity machinery and tools, including a printer and computer. The employee (Occasionally, frequently, seldomly) uses their balance, flights, ladders, and forklifts to maintain by ascending and descending as part of their job responsibilities. The employee (frequently, consistently, occasionally, seldomly) changes their body position to assist in moving objects or gaining access to items. The employee should be able to (consistently, occasionally, frequently, seldomly) and effectively communicate information and concepts for mutual understanding, including conveying precise details during these interactions. Foraccurate task execution, it is essential that the employee (consistently, occasionally, frequently, seldomly), maintains consistent specific vision abilities, especially the capability to discern close-up details within a few feet of the observer. (Consistently, seldomly, occasionally, frequently), this role entails the transportation of boxes weighing between a minimum of 5 pounds and a maximum of 30 pounds throughout the office to meet various demands.
Note
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
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