Office Specialist (On-Site)

About the Role

Assist with daily office and administrative functions to support Corporate departments including Accounts Receivable, Accounts Payable, Procurement, Integrations, and other operational teams as needed. The Office Specialist will help ensure efficient daily office operations and provide administrative assistance across departments as instructed.

Responsibilities

• Retrieve mail from the post office daily and distribute mail to the appropriate departments and personnel.
• Prepare, scan, and remotely deposit customer checks and cash receipts in accordance with company procedures.
• Scan, organize, and electronically distribute incoming mail and documentation.
• Assist with outgoing mail, shipping, and package coordination for Corporate departments including AR, AP, Procurement, and Integrations.
• Maintain office supply inventory and place supply orders as needed.
• Stock and organize office supplies across all Corporate offices.
• Greet visitors, vendors, and employees and direct them to the appropriate person or department.
• Create, organize, and maintain electronic and physical files and records, including title documentation and other sensitive records.
• Assist with maintaining cleanliness and organization of office, common, and visitor areas.
• Perform photocopying, scanning, filing, and general administrative support tasks.
• Appropriately handle sensitive and confidential information.
• Assist with additional administrative and operational tasks as assigned.

Requirements

• High School diploma or equivalent preferred.
• Professional appearance and positive, customer-service-oriented demeanor.
• Ability to work independently with minimal supervision while remaining focused, productive, and organized.
• Ability to follow written and verbal instructions accurately and consistently.
• Strong attention to detail and ability to maintain accurate records, documentation, and data entry.
• Ability to prioritize tasks, adapt to changing priorities, and meet deadlines in a fast-paced environment.
• Professional communication skills and ability to work respectfully and cooperatively with coworkers, leadership, customers, and visitors.
• Ability to appropriately handle sensitive and confidential information.
• Intermediate computer skills using Windows-based operating systems and Microsoft Office applications including Outlook, Word, Excel, and PowerPoint; D365 experience preferred.
• General knowledge of standard office equipment including scanners, copiers, printers, postage/shipping systems, and telephone systems.
• Valid driver’s license and insurable driving record.

Physical Requirements and Working Conditions

• Normal, climate-controlled office environment.
• Frequent walking between office areas, including frequent trips up and downstairs throughout the workday, and occasional travel to retrieve mail or supplies.
• Regular use of computers, scanners, telephones, and office equipment.
• Occasional lifting and carrying of office supplies, paper, mail bins, and packages up to 25 pounds.

Additional Requirements

• Work with a top-of-mind awareness for the safety of yourself and everyone at the workplace.
• Display professionalism, integrity, reliability, and strong attention to detail.
• Take pride in supporting daily office operations and maintaining a positive and organized work environment.
• Communicate openly and work collaboratively with all departments to support company operations and customer service expectations.