Front Desk Administrative Assistant (Finance)
Note: This is a full-time, on-site position. The business hours are Monday to Friday, from 8 AM to 5 PM.
Summary:
The Front Desk Administrative Assistant serves as the "Champion of First Impressions," representing STULZ with a professional, charismatic, and friendly attitude toward all callers and visitors. It is essential for this person to be reliable and punctual, scheduling time off in advance whenever possible to ensure that all responsibilities are adequately covered.
Essential Duties and Responsibilities:
- Answer incoming calls in a professional manner, determining the purpose of each call and forwarding it to the appropriate personnel, department, or voicemail.
- Provide accurate information about the organization, including, but not limited to: address, directions, and Sales Representative contact details, while addressing caller inquiries.
- Greet visitors warmly, determine the purpose of their visit, announce them to the relevant personnel, issue visitor badges, and assist prospective candidates with the online employment application process. Coordinate catering and onsite events as needed.
- Monitor the company's call-out line and main voicemail, ensuring messages are forwarded to the correct department.
- Process incoming and outgoing mail, maintain the postage meter, and handle weekly invoices.
- Offer administrative support to the Sales Operations and Marketing Department, as well as to other departments when needed.
- Assist with internal communications and marketing initiatives.
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 essential functions.
Education/Experience:
- High school diploma or GED required; some college education preferred
- 3+ years of experience in a front desk or customer-facing role, preferably in an office setting
- Experience with SAP is a plus
- Familiarity with office equipment, including scanners, postage meters, and multi-line phones
- Excellent written and oral communication skills are essential
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) in a business or professional environment required
- Proficient in English with a clear and professional speaking voice
