Office Support Specialist

Widseth, Smith, Nolting & Associates Inc.; Minnesota; On-site; USD 37,000 - 54,000; Full time

Job summary

Widseth, Smith, Nolting & Associates Inc. is seeking an Office Support Specialist to be the first point of contact for clients and visitors, providing professional reception and general administrative support.

The role focuses on coordinating mail, office supply orders, meeting logistics, and assisting project managers with administrative duties, while maintaining a welcoming, organized office environment.

Qualifications

• Proven work experience in a similar role.
• Strong customer service orientation for internal and external clients.
• Solid written and verbal communication skills.
• Demonstrated organizational and prioritization abilities.
• Proficiency with MS Office Suite and general office equipment.
• Willingness to learn and adapt to changing directions.

Responsibilities

• Provide general reception support, answer and route calls, greet clients and guests.
• Handle incoming mail and shipments, coordinate courier services and mail distribution.
• Oversee daily office operations and maintain ready-to-use equipment.
• Coordinate office supplies and on-demand ordering.
• Assist with project administrative tasks, meeting coordination, notes, and documentation.
• Support vendor invoices processing and basic accounting routines.

Skills

Customer service

Verbal communication

Written communication

Organizational skills

Time management

Tools

MS Office Suite

Phone systems

Printers/Fax

Job description

Description

The Office Support Specialist (OSS) is the first point of contact for clients, visitors, and incoming calls. This role plays a key part in ensuring the office operates smoothly while creating a welcoming, professional atmosphere. The OSS also serves as a general administrative support resource for office staff and project teams.

This position is a benefitted position with core hours of 8 – 5 pm (Tuesday thru Friday).

Your focus will be on:

• 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 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.

To be considered for this position you’ll need to meet the minimum qualifications:

• 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.

Employment is contingent on a successful background check post-offer. Candidates must be authorized to work in the U.S. without current or future sponsorship.

Widseth is an Equal Employment Opportunity/Affirmative Action Employer