First Impressions Office Administrator

Lift Truck Center, Inc.; Springfield (MO); On-site; USD 35,000 - 45,000; Full time

Job summary

Join a leading company as a First Impressions Office Administrator responsible for creating a positive experience for customers and employees. The role includes answering phone calls, managing petty cash, and various administrative duties to support the team and enhance customer service.

Qualifications

• Previous work-related skills, knowledge or experience required.
• High school diploma is mandatory; associates degree preferred.
• Intermediate knowledge of Microsoft Office including Excel, Word, and Outlook.

Responsibilities

• Answer phones and direct calls to appropriate staff.
• Manage petty cash reconciliation and cash sales.
• Assist with enrolling employees in training and coordinating travel arrangements.

Skills

Strong Phone Skills

Attention to Detail

Interpersonal Skills

Education

High school diploma or equivalent

Associates degree or some college

Tools

Microsoft Office

Job description

Join to apply for the First Impressions Office Administrator role at Lift Truck Center, Inc.

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Join to apply for the First Impressions Office Administrator role at Lift Truck Center, Inc.

Summary

The Receptionist and Office Support role evolves around the Serving Leader principles and creating a positive experience, first impression for customers and employees. Setting a positive tone for our relationship by greeting and directing callers and walk-in customers, and new employees. Manage petty cash/reimbursements.

Summary

The Receptionist and Office Support role evolves around the Serving Leader principles and creating a positive experience, first impression for customers and employees. Setting a positive tone for our relationship by greeting and directing callers and walk-in customers, and new employees. Manage petty cash/reimbursements.

Essential Functions

First Impressions for Customers & Suppliers

• Answer phones for our three locations, asking questions to help direct customers to the individual best suited to respond to their needs.
• Transfer phones from Day/Night mode and auto-attendant and to backup operator
• Serve as the primary coordinator for phone support, ensure our holiday greetings and hours for both branches are recorded on our “out of office” message. Assist new employees with phone setup & training, recording voice messages, and updating our employee directory message menu.
• Manage lobby monitor and create welcome messages
• Manage visitors log
• Update the company shared calendar with events and supplier visits
  
  

Administrative Responsibilities

• Manage the LTC calendar events
• Assist with the LTC Employee Recognition program and LTC Gear Store
• Set up and train new employees on ADP time clock usage through their PC
• Manage petty cash reconciliation and cash sales on third working day of each month, and distribute employee reimbursements as needed
• Distribute monthly credit card statements to employee card holders for reconciliation and cost allocation
• Assist with enrolling employees in training
• Coordinate travel arrangements
• Organize conference room (straighten, restock literature and mints)
• Schedule and setup conference and training rooms for events
• Assist with supplier sourcing and setup including the management of scheduling and processing of invoices
• Serve as primary contact for setting up service and repairs for office equipment, and purchasing printer cartridges
• Run postage for outbound and collection/distribution of incoming mail
• Scan checks for Bank of America remote deposit
• Manage and purchase office, breakroom and cleaning supplies
• Manage stock levels of promotional items and order as needed
• Setup company cell phones with ESI mobile app
• Ensure phone directories for all locations are current
• Order business cards, forms and decals
• Coordinate setup and meals for training and company events
• Scan business cards and manage database
• Add new customer email addresses (from HIT lists, eCommerce, business cards) to Constant Contact database and assist with creating marketing campaigns
• Send customer gift cards for CSP responses
• Send Constant Contact emails to new PM customers
• Oversee the janitorial contractor (communicating needs/improvements)
• Decorate common area for holidays
  
  

Human Resource Responsibilities

• Meet with new employees to obtain I9 identification for sending to HR
• Assist with Open Enrollment for benefit plans as requested by HR
• Set up post-accident drug/alcohol testing
• Distribute announcement of new employees prior to their first day, along with electronic vCard containing company contact information
• Work with department managers to establish and update appropriate Staff Master portal access and E-Learning
• Train new employees on basics for accessing the portal, and Terminal Server & Softbase access
• Track employee birthdays and anniversaries on the shared calendar (update with the addition/termination) and distribute notice for monthly recognition
• Arrange for delivery of flowers and card for bereavement
• Send cards and gift cards for employee birthdays, marriage and birth announcements (all locations)
• Pickup monthly dessert for celebrating birthdays/anniversaries
• Manage Missouri MVP pictures, celebration dates, announcements
• Oversee ordering of employee Christmas gifts for all locations
• Manage subscriptions
• Oversee benevolence activities
• Take pictures throughout year at training, special events, company lunches
• Track training progress and distribute monthly updates
• Send reminders to all managers when their employees are due for annual review
  
  

Other Functions

• Assist with special projects
• Assist with website and marketing projects
  
  

Knowledge, Skills, Abilities

• Strong Phone Skills. Intermediate knowledge of Microsoft office, including Excel, Word, Outlook.
• Advanced knowledge of phones, office machines, including copier, scanner, fax, and printer.
• Intermediate knowledge of time keeping and entering payroll hours.
• Basic knowledge of the internet.
• Strong attention to detail.
• Basic math skills
• Interpersonal skills necessary in order to communicate and follow instructions effectively to provide information to coworkers and other departments with courtesy and tact.
• Able to work effectively in a team environment.
• Able to process work with accuracy.
• Identifies what needs to be done and acts without being asked.
• Able to perform multiple tasks simultaneously.
• Able to work a flexible schedule as needed.
• Able to organize and prioritize numerous tasks and complete them under time constraints.
• Able to maintain confidentiality and process confidential information discretely.
  
  

Education

• High school diploma or equivalent required.
• Associates degree or some college preferred.
  
  

Work Experience

• Requires previous work-related skills, knowledge or experience.
  
  

Physical Requirements And Work Schedule

• Work in office environment at normal noise level – constantly.
• Lift objects up to 25 lbs. (files, office supplies) – occasionally.
• Push and pull objects – occasionally.
• Able to perform simple motor skills and gross body coordination such as standing, walking, bending, stooping, filing, sitting, etc. – constantly.
• Able to perform tasks which require hand eye coordination, and simultaneously using both hands, such as typing and using office machines – constantly.
• Perform simple manipulative skills such as reading, writing, collating, etc. – constantly.
• Able to communicate verbally, using at least high school level vocabulary – constantly.
• Able to communicate in written work, using advanced written skills – constantly.
• Able to hear normal sounds with some background noise – constantly.
• Able to see objects close and distant as in reading and driving – constantly.
• Good listening skills and able to understand and relate to people – constantly.
• Able to remember task/ assignments given to self and others during the course of a day – constantly.
• Able to ask relevant questions of customers to direct them to assistance.
• Occasional exposure to shop exhaust fumes, and warehouse setting and its noisy conditions.
• Full Time 7:45-4:30 with occasional overtime as approved (with 45-minute lunch)
  
  

Job description is subject to change based on the ever-changing business environment.

Lift Truck Center, Inc. is an equal opportunity employer. Finding the right employee is vitally important to our team. As an employee, we recognize that you retain the option, as does the Company, of ending your employment with the Company at any time, with or without notice and with or without cause. As such, your employment with the Company is at-will and neither this letter nor any other oral or written representations may be considered a contract for any specific period of time.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Other

Job function

• Job function

  Administrative

• Industries

  Machinery Manufacturing

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