Administrative Assistant

Oral Arts Laboratory Inc•Huntsville, AL

About The Position

Oral Arts is a full-service family owned and operated dental laboratory. We manufacture dental prostheses, such as crowns, bridges, implants, dentures, partials, orthodontic appliances, etc. and are looking to fill the role of Receptionist/Administrative Assistant.

Requirements

General administrative and telephone/customer service experience
Must be able to read and follow instructions
Computer skills and ability to operate general office equipment
Must be able to type a minimum of 50 words per minute accurately.
Excellent organizational skills
Efficient and effective time management

Responsibilities

Greet and assist all visitors professionally, ensuring they are properly signed in, treated courteously, and directed to the appropriate location. Notify management immediately upon visitor arrival by phone and exhaust all communication methods (phone, paging, email, and contacting close team members) if the intended contact is unavailable.
Monitor and control visitor entrance door access, granting entry only when it is safe and appropriate to do so.
Professionally manage incoming phone calls with a clear speaking voice, positive attitude, and strong customer service focus, ensuring calls are accurately routed to the appropriate department or individual.
Coordinate all case pickup requests accurately and promptly by communicating details to the appropriate party or driver, maintaining an organized pickup log, and ensuring zero delays or errors.
Process all incoming and outgoing mail, overnight packages, and deliveries by sorting, distributing, and routing items to the appropriate individuals and departments in a timely manner.
Provide administrative support including printing, mailing, faxing, scanning, copying, laminating, stapling, folding, sorting, filing, typing, and other clerical tasks as needed for management and staff.
Maintain the postage machine and manage stamp petty cash to ensure adequate supplies and accurate tracking.
Oversee technician smock dry cleaning coordination and maintain organization of the smock storage closet.
Prepare and send birthday and work anniversary cards for active employees.
Assist the Accounting Department with month-end responsibilities and other accounting-related duties as assigned.
Perform light housekeeping duties daily and as needed, including making coffee, loading and unloading the dishwasher, cleaning refrigerators, and maintaining a clean and organized front office and breakroom environment.
Coordinate and book travel arrangements for management as needed.
Ensure all front desk forms, documents, and resources are current, accurate, and fully stocked.
Order administrative and office supplies weekly, maintain supply inventory, and ensure copy machines and paper supplies remain fully stocked.
Continuously develop knowledge of company products, services, and processes to effectively handle technical customer service calls, billing inquiries, and general customer support needs.
Perform other duties or projects assigned by management