Support Services Specialist

FMPA•Orlando, FL

20h

About The Position

As the Support Services Specialist you will be the first point of contact for FMPA. You’re responsible for ensuring someone is always at the front desk to greet visitors in a positive, enthusiastic, and professional manner. The Support Services Specialist performs skilled administrative support work across the Agency and is responsible for coordinating catering and meetings for all departments within the Agency. Work is performed under the close supervision of the Member and Support Services Supervisor.

Requirements

Thorough knowledge of standard office and department etiquette and procedures.
Advanced skills in all Microsoft office products.
Ability to maintain technical records; ability to make arithmetic computations using whole numbers, fractions, and decimals; ability to compute rates, ratios, and percentages; ability to establish and maintain effective working relationships with associates and the public.
Associate degree or Specialized training and 3 years’ experience working in an administrative support role in catering and/or travel or equivalent combination of education and experience.

Nice To Haves

Adobe and SharePoint experience a plus.

Responsibilities

Coordinates catering for agency business meetings, ensures food service as needed and arranges; accordingly, tracks and records catering expenses and billings; submits to the manager for approval.
Schedule and reserve meeting rooms as requested for all staff. Ensure meeting rooms are set up in advance and cleaned up and restocked after use.
Coordinate catering for agency business meetings, ensure food service and arrange accordingly, tracks and records catering expenses and billings; submits to the manager for approval; generates catering matrix and reports for fiscal year expenses.
Greet all guests and visitors and ensure they are properly signed in. Notify designated staff of arrivals.
Responsible for maintaining a professional environment at the reception desk through your actions and the operation of the front desk. Always ensure coverage at front desk.
Assist in event planning for Agency.
Make sure all billing is correct and ensure invoices are processed in a timely manner.
Order catering supplies to ensure proper inventory for meetings.
Assist with activities to raise funds or otherwise solicit and gather monetary donations or gifts for the Agency for their annual charitable giving efforts. Ensure efforts are focused to strengthen FMPA’s connection to our community. Build morale through charitable giving activities and events.
Assist in the preparation of agenda packages and memos for board meetings when needed.
Assist in booking travel for staff members and Members related to member services.
Assists in creating and maintaining marketing materials for the member services and support team.
Assist the Public Relations team when time allows.
Distribute and sort mail daily.