Office Assistant

Franke LLC; Smyrna (TN); On-site; USD 22,000 - 28,000; Full time

Benefits offered by this job

Comprehensive benefits package (Health

Free onsite clinic

Free life insurance

401k match up to 4%

Paid time off and 11 holidays

Job summary

Franke LLC is seeking an Office Assistant to provide administrative support, inbound/outbound mail handling, visitor management, and coordination of meetings and events. You will support the Facility Director with reporting and daily operations.

The role requires strong clerical skills, customer service mindset and proficiency with Microsoft Office. A high school diploma or GED is required, with at least 3 years of office experience in a fast-paced environment.

Qualifications

• Clerical processes and records management.
• Customer service principles and delivery.
• Ability to read, write and present information clearly.
• Basic arithmetic and measurement operations.
• Ability to apply common sense to instructions.
• Proficient with Microsoft Office.

Responsibilities

• Greet visitors and notify parties of arrivals.
• Communicate with guests and staff verbally and in writing.
• Monitor visitor access and issue passes as needed.
• Assist with daily, weekly, monthly, quarterly, and annual reports.
• Handle switchboard calls and direct them appropriately.
• Log and distribute inbound packages (UPS/FedEx/DHL).
• Prepare and ship non-warehouse outbound packages including labels.
• Manage mail room including envelopes, invoices, and coordination of mail campaigns
• Deliver inter-company mail to central locations.
• Order business cards and office supplies.
• Organize office events and meetings with proper setup.
• Maintain snack room and coordinate catering for events.
• Manage company fleet registrations and servicing.
• Arrange flowers/donations per guidelines.
• Reconcile monthly wire transfer reports with Corporate Finance.
• Handle sensitive information discreetly and maintain privacy policies.
• Assist with onboarding and safety goals.

Skills

Clerical

Customer Service

Basic Language Skills

Math Skills

Reasoning Ability

Microsoft Office

Education

High School diploma or GED

Tools

Microsoft Office Suite

Job description

We, the Franke company with its three divisions, are a world's leading supplier of products and services for domestic kitchens, the professional foodservice systems and the convenience store sector as well as for professional coffee making. With around 60 companies, we are at home on five continents. Over 8,000 employees constantly take on new perspectives to identify opportunities and turn them into inspiring, innovative solutions for tomorrow’s demands.

The Franke Foodservice Systems division is a world-leading supplier of kitchen facilities, equipment and supplies solutions. As a full system manufacturer, distributor and program management partner, we supply global chains in the quick-service restaurant, convenience store and supermarket segments, helping to manage unit growth and upgrade their facilities.

About the job

The Office Assistant provides administrative support and assistance regarding incoming calls, visitors and correspondence.

Job Duties & Responsibilities

• Greet all visitors and notify parties of visitor arrivals
• Ability to effectively monitor and communicate with guests and staff verbally and in writing.
• Monitor visitor access and issues passes when required
• Assist the Facility Director with completing daily, weekly, monthly, quarterly, annual reports and projects
• Answers all incoming calls to the switchboard – directs calls appropriately
• Accepts, logs and distributes all inbound UPS/FedEx/DHL packages
• Sets up all non-warehouse outbound UPS/FedEx/DHL packages for shipment including RMA labels
• Has complete ownership of the mail room including stuffing, metering and securing all outgoing mail; maintaining envelope inventory and coding invoices for A/P. Assists Divisions with direct mail campaigns to include stuffing, labeling and metering outbound communications
• Sorts and delivers inter-company mail to a central location at each company/functional area
• Orders business cards
• Orders janitorial and office supplies for all companies as needed.
• Assisting with organizing office events, workshops, or meetings. Ensure meeting room setup meets expectations per event.
• Maintains snack room inventory, prepares snack and drink carts for FMU and FCG lunches/meetings, and orders snacks and drinks as needed
• Ordering and coordination of lunches/catering for business meals along with setup.
• Manages all aspects of company fleet including registration and servicing
• Orders bereavement/sympathy flowers and donations per guidelines
• Reconciles monthly wire transfer reports in coordination with Corporate Finance
• Handle sensitive information with discretion and maintain compliance with privacy policies
• May assist with employee onboarding including office tours
• Support facility safety goals and objectives
• Punctuality, accuracy and the ability to meet deadlines is required
• Reliable attendance a must
• Other duties as assigned

Requirements

KNOWLEDGE, SKILLS & ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Customer Service - Knowledge of principles and processes for providing customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Basic Language Skills - Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations, to customers, clients, and other employees of the organization.
• Minimum Math Skills - Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
• Basic Reasoning Ability - Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
• Computer Skills - Microsoft Office Suite

EDUCATION AND/OR EXPERIENCE

• High School diploma or GED
• Minimum 3 years strong office and facility administration experience in a fast-paced environment

What we offer you

• Comprehensive benefits package (Health, Vision, Dental, and More) starting day 1
• Free onsite clinic
• Free life insurance
• 401k match up to 4%
• Paid time off and 11 holidays.