Business Support Specialist

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Front Office:
• Welcome and direct all visitors with a positive, friendly, and professional demeanor.
• Answer and direct incoming phone calls and refer questions/inquiries to the appropriate resources.
• Maintain security by following internal policies.
• Receive incoming mail and packages, and deliver to the manager daily.
• Order office supplies, research vendors for best deals, routinely check and restock inventory supply.
• Order and coordinate logistics for successful companywide luncheons and events.
• Maintain office housekeeping standards, including stocking breakroom and restroom supplies.
• Ensure the reception area and meeting rooms are consistently clean, tidy, and presentable.
• Notify the appropriate manager of housekeeping or janitorial concerns to ensure a clean and safe work environment.
• Marketing:
• Work closely with the external, outsourced marketing team on all marketing and advertising initiatives.
• Manage and engage with social media communities to maintain active and conversational interactions.
• Ensure that brand standards are followed across all marketing materials, both internally and externally.
• Support event planning efforts, and attend conventions, conferences, and tradeshows alongside the marketing team to manage branding, collateral, and activations, as well as provide post-event reports and analysis.
• Draft company announcements for internal and external audiences, ensuring clarity, professionalism, and alignment with organizational goals and values.
• Customer Service:
• Provide backup support to the Customer Service department as needed.
• Interact with customers, answer questions, assist with pricing information, and enhance customer experience through trained product upselling to increase sales.
• Resolve or elevate customer concerns to appropriate sales or management personnel.
• Demonstrate clear and professional communication in all customer interactions.
• Billing Support:
• Provide support for billing operations; invoice preparation, payment processing, and account reconciliation.
• Respond to billing inquiries and resolve discrepancies in a timely manner.
• Work closely with the accounting team to ensure accuracy and alignment in financial processes.
• Additional:
• Will work on special projects and perform additional responsibilities as assigned.
• Exercise good judgment to effectively manage multiple projects with shifting priorities.
• Accurate data entry, update, and maintenance of Excel log sheets.
• Excellent follow-up and follow-through skills.
• Organize and maintain information that may be sensitive, confidential, or technical in nature.
• Perform miscellaneous job-related duties as assigned.

QUALIFICATIONS

• Bachelor’s degree required.
• Minimum of 3 years of hands-on experience supporting processes in a busy office setting.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities, with the capacity to prioritize multiple tasks efficiently.
• High attention to accuracy and detail in all work.
• Proficient in Microsoft Office, VMS, ERP, and social media systems.
• Self-motivated, eager to learn, and receptive to feedback as a tool for continuous improvement.

WORKING ENVIRONMENT (PHYSICAL/MENTAL DEMANDS)

• The demands of this job include:
• The physical and mental capacity to effectively perform all essential job duties and responsibilities.
• Must be able to concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities.
• Must be able to focus and multitask in a busy environment and maintain composure in potentially stressful situations.
• Maintain effective and professional relationships with executives, staff, customers, vendors, and governmental agencies.
• Access to and maintenance of confidential and sensitive information.
• Must undergo and meet company standards for background checks, drug testing, and behavioral assessments.
• Employee is regularly required to sit, stand, and walk.
• Ability to verbally communicate both in person and via telephone.
• Ability to utilize various office equipment, including a computer, telephone, and copy machine.
• Occasional lifting and/or moving of up to 10 pounds.