Operations Assistant, EDI

EDI - Executive Director Incorporated•Milwaukee, WI

6h•Onsite

About The Position

This is a full-time, non-exempt position (37.5 hours/week) located in our office in downtown Milwaukee, WI. The Operations Assistant will assist in daily office facility operations and mailroom responsibilities. This role is entry-level and not eligible for remote work. The company, Executive Director, Inc. (EDI), is a leading association management company providing counsel and management for nearly 40 national and global medical, health, scientific associations and certifying bodies. The Mail Services and Operations department is a support services department serving all EDI clients and staff, responsible for incoming and outgoing mail and package handling, facility maintenance, safety, and vendor relationships.

Requirements

Attention to detail
Organization skills
Effective communication skills
Excellent customer service skills
Verbal communication skills

Nice To Haves

Office experience
Shipping/Mailing experience (Fed-Ex, UPS, USPS)

Responsibilities

Morning start-up of Mail Services and Facilities equipment (shipping computers, postage machine, etc.); checking HVAC units, starting coffee stations, general security sweep of office and facilities for any mechanical issues.
Process/metering of outgoing mail and sorting/delivering incoming mail.
Record and deliver to staff all incoming courier parcels (Amazon, Fed-Ex, UPS, etc.) and ship back items from client meetings, including retrieving deliveries from loading bay.
Distribution of all incoming faxes to appropriate staff members.
Restock fax, printer, and copy machine supplies (paper, toner, etc.) and ensure good working order at various locations throughout the office; notify Mail Services and Operations Manager if supplies are low (paper, staples, toner, etc.) or if service is needed.
Start up all coffee stations at the beginning of the day. Remove and clean pots from all coffee stations at end of day. Clean kitchen counters, sinks and microwaves and restock kitchen supplies at end of day and throughout the day as needed. Inventory and order coffee supplies bi-weekly.
Restock cutlery holders, cups/bowls/plates/condiments and other kitchen supplies as needed.
Assist with setup and cleanup for in-office special events.
Clean out refrigerators the last workday of each week.
Daily close-out of postage meter, Fed-Ex & UPS computers: Print reports. Deposit outgoing mail in mail box.
Assist staff with questions regarding mailing, rates, procedures and print requests.
Inspect and (if necessary) replenish restroom supplies as needed. Notify cleaning company of needed supplies, such as toilet paper, paper towels, hand soap, etc.
Refill soap and hand sanitizer bottles in kitchens and restrooms daily.
Provide daily assistance to Mail Services and Operations Manager with all aspects of Mail Services and Facility issues, repairs, service calls, etc.
Assist with basic troubleshooting of onsite printers and vendor machines.
Ensure and maintain overall office cleanliness.
Complete light, occasional maintenance and custodial duties; assist in moving office furniture.
Set-up and breakdown of conference room furniture into specified configurations for meetings, as requested by staff.
Effective oral and written communication with staff and building Security Staff, as needed.
Other duties as assigned.