Business Services Specialist (TEMP to Hire)

TOTE Resources LLC•Jacksonville, FL

9d•Onsite

About The Position

Support office staff by coordinating office operations and procedures so the office runs smoothly and efficiently allowing coworkers to focus on their daily tasks.

Requirements

Ideal candidate has two to five years in an administrative support role and/or related experience.
Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
Must have high level of interpersonal skills to handle sensitive and confidential situations as well as telephone protocol, verbal, and written communication skills.
Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and ability to type 35wpm.

Nice To Haves

Vocational or Associates Degree preferred.
Bilingual English/Spanish is preferred.

Responsibilities

Maintains office safety by following security procedures, monitoring logbook, and issuing badges for visitors. Validates visitors are authorized before they gain entry to the TOTE floor.
Meets and greets visitors and presents a polished and professional image. Updates welcome TV for visitors and new employees. Directs deliveries and visitors as appropriate.
Answers, screens, and routes incoming calls, taking messages for senior management and transferring when appropriate.
Keeps our intranet updated with the weekly safety minutes, new hires, and other important information.
Maintain complete stock of all office supplies and accuracy of inventory.
Sort mail according to established mail procedures. Take outgoing downstairs prior to 11:00 a.m. mail pick up. Pickup company mail from downstairs mailbox. Prepare all Fed-Ex mailing labels and envelopes. Make sure the FedEx envelopes are taken down to FedEx Box when leaving the office.
Responsible for onboarding new employees takes badge and Compass photo, creates new profiles, provides locations for office supplies, reviews intranet.
Maintains professional appearance of the conference rooms, training rooms and kitchen by tidying areas as necessary and reporting maintenance concerns.
Provides support for meetings by maintaining conference room calendars, assisting with scheduling along with ordering, receiving setting up and removing food for meetings.
Tries to anticipate the needs of staff and makes efforts to accommodate to allow personnel to focus on their business goals.
Reviews and codes invoices in a timely manner.
Assists the Company in any necessary duties to achieve Company goals.
Performs other related duties as assigned.
Adherence to the Integrated Management System that covers Quality, Environmental, and Safety.