Office Support Specialist

Widseth Smith Nolting and Associates Inc•Baxter, MN

12h•Onsite

About The Position

The Office Support Specialist (OSS) serves as the primary point of contact for clients, visitors, and incoming calls, playing a crucial role in maintaining a smooth-running and professional office environment. This position also provides general administrative support to office staff and project teams. It is a part-time, non-benefitted role with core hours from 9 am to 2 pm, Monday through Friday, including a 30-minute lunch break. On specific Fridays, the role requires extended hours until 5 pm for phone tree coverage.

Requirements

Proven work experience in a similar role.
Able to lift and carry up to 15 pounds.
Customer service focus both internally and externally.
Solid written and verbal communication skills.
Hands on experience with office equipment (phone systems, fax machines, printers).
Requires proficiency with MS Office Suite.
Demonstrated excellent organizational and prioritization skills.
Flexibility and adaptable to changing work direction.
Willingness and ability to work extended hours as needed.
Willingness to learn new things.

Nice To Haves

Prior assistance to project management is a plus.

Responsibilities

Perform general reception support for various departments including answering company phone lines and routing calls, meet and greet clients and guests presenting a professional image, participates in company phone tree, ensure reception area are organized and welcoming to clients and guests.
Handle incoming mail and package deliveries (must be able to pick up and carry 15-pound packages). Prepare outgoing mail, inter-office mail distribution and shipments.
Oversee the daily operations of the office copy/work room ensuring equipment is user ready, ordering stock or submitting service calls.
Coordinate and manage office supply and on-demand ordering needs.
Perform general office administrative support, which includes, monitoring general office email, preparation of correspondence, filing, report preparation, databased, client contact information, and special projects, and document retrieval.
Assist vendor invoices to ensure payment.
Assist OM with general office and grounds maintenance, repairs, improvements, and office access security.
Assist with coordination of client and staff meetings (on-site and off-site) ensuring presentation materials are available, technology arrangements, refreshments and assisting with meeting notes as requested.
Assist Project Managers with general project administrative duties such as: project set-up, tracking and reporting, timesheet management, invoice work, tracking design and drawing documentation, assisting with project amendments and project closing.
Teamwork participation and good communication delivery are important to internal and external clients.