Office Assistant

  • location: Westbrook, ME
  • type: Contract
  • salary: $14 per hour
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job description

Office Assistant

job summary:
Perform day-to-day operational duties in Business Support Services which includes mail services and switchboard services. Work primarily for one area with cross-training in the other, or perform both functional areas on an on-going basis. Provide timely, efficient and courteous internal and external customer support. Perform special projects as needed.

PRIMARY DUTIES AND RESPONSIBILITIES

  • Perform day-to-day mail and switchboard services. May work primarily for one area with cross-training in the other, or may perform both functional areas on an on-going basis.
  • Receive, collect, sort, process, and deliver interoffice mail, USPS mail, FedEx and other carrier letters and small packages company-wide for multiple locations domestically and internationally.
  • Maintain mail-sites at all locations including ordering and stocking USPS, FedEx and SAP supplies as needed, adding & removing employee mail slots, and performing quarterly mail-slot audits.
  • Trouble-shoot problems with mail-site photocopiers, fax machines, mail processor; folder; inserter and FedEx machines. Initiate outside maintenance as needed.
  • Assist, create and maintain mailroom SOPs (i.e. mail distribution, photocopy repair, FedEx processes and procedures, etc.).
  • Maintain a clean, orderly area and comply with established safety policies, departmental procedures, and SOPs.
  • Update and maintain FedEx database of addresses for customers and employees using FedEx supplied computer systems.
  • Gather data, create, and maintain excel databases ( i.e. paper deliveries, console times, photo coping counts, etc.).
  • Answer, identify and direct 700+ phone calls daily company-wide for multiple locations domestically and internationally.
  • Schedule Cafeteria Meeting Space and Connect telephone conference calls.
  • Update and maintain an internal telephone directory reflecting daily moves, adds and changes.
  • Assist, create, and maintain SOPs for all telephone call destinations which includes monitoring new hires, terminations and business area changes.
  • Perform special mailings and/or projects as needed.
  • May train and mentor others.
  • Assist Team Lead and Supervisor with special projects as needed.
  • Assist in identifying process and quality improvements.
  • Maintain full knowledge of emergency procedures for evacuating building, Perform other duties as assigned.
MINIMUM QUALIFICATIONS

  • High school diploma or equivalent
  • Up to 2+ years related experience
  • Customer service experience, a plus
  • Perform day-to-day mail and/or switchboard services. Typically works primarily for one area with cross-training in the other.
  • Work under close to moderate supervision.
  • Consult with senior peers on non-complex projects to learn through experience.
  • Solves problems as part of a team and assumes responsibility as appropriate.
  • Basic skills with moderate level of proficiency.
  • Typically up to 2+ years related experience.
  • Excellent customer service skills.
  • Strong communication skills. Ability to communicate effectively to all levels of the organization and to customers.
  • Excellent telephone presence as needed.
  • Ability to prioritize work and handle multiple tasks simultaneously.
  • Ability to be flexible with work schedule and ability to handle pressure.
  • Ability to work independently and in a team environment
  • Ability to coordinate, communicate and/or problem solve with others to ensure a smooth workflow.
  • Basic computer skills.
  • Basic technical aptitude (i.e. switchboard console and/or mail and photo copy machines)
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Ability to apply concepts of basic math.
  • Ability to assist/write routine reports and correspondence.
  • Some lifting of up to 50 pounds.
  • Normal office environment. May include visits to warehouse and laboratories which require protective clothing.
  • Occasionally works near moving mechanical parts.
 
location: Westbrook, Maine
job type: Contract
work hours: 8 to 5
education: High School
experience: 0 Years
 
responsibilities:
Perform day-to-day operational duties in Business Support Services which includes mail services and switchboard services. Work primarily for one area with cross-training in the other, or perform both functional areas on an on-going basis. Provide timely, efficient and courteous internal and external customer support. Perform special projects as needed.

PRIMARY DUTIES AND RESPONSIBILITIES

  • Perform day-to-day mail and switchboard services. May work primarily for one area with cross-training in the other, or may perform both functional areas on an on-going basis.
  • Receive, collect, sort, process, and deliver interoffice mail, USPS mail, FedEx and other carrier letters and small packages company-wide for multiple locations domestically and internationally.
  • Maintain mail-sites at all locations including ordering and stocking USPS, FedEx and SAP supplies as needed, adding & removing employee mail slots, and performing quarterly mail-slot audits.
  • Trouble-shoot problems with mail-site photocopiers, fax machines, mail processor; folder; inserter and FedEx machines. Initiate outside maintenance as needed.
  • Assist, create and maintain mailroom SOPs (i.e. mail distribution, photocopy repair, FedEx processes and procedures, etc.).
  • Maintain a clean, orderly area and comply with established safety policies, departmental procedures, and SOPs.
  • Update and maintain FedEx database of addresses for customers and employees using FedEx supplied computer systems.
  • Gather data, create, and maintain excel databases ( i.e. paper deliveries, console times, photo coping counts, etc.).
  • Answer, identify and direct 700+ phone calls daily company-wide for multiple locations domestically and internationally.
  • Schedule Cafeteria Meeting Space and Connect telephone conference calls.
  • Update and maintain an internal telephone directory reflecting daily moves, adds and changes.
  • Assist, create, and maintain SOPs for all telephone call destinations which includes monitoring new hires, terminations and business area changes.
  • Perform special mailings and/or projects as needed.
  • May train and mentor others.
  • Assist Team Lead and Supervisor with special projects as needed.
  • Assist in identifying process and quality improvements.
  • Maintain full knowledge of emergency procedures for evacuating building, Perform other duties as assigned.
MINIMUM QUALIFICATIONS

  • High school diploma or equivalent
  • Up to 2+ years related experience
  • Customer service experience, a plus
  • Perform day-to-day mail and/or switchboard services. Typically works primarily for one area with cross-training in the other.
  • Work under close to moderate supervision.
  • Consult with senior peers on non-complex projects to learn through experience.
  • Solves problems as part of a team and assumes responsibility as appropriate.
  • Basic skills with moderate level of proficiency.
  • Typically up to 2+ years related experience.
  • Excellent customer service skills.
  • Strong communication skills. Ability to communicate effectively to all levels of the organization and to customers.
  • Excellent telephone presence as needed.
  • Ability to prioritize work and handle multiple tasks simultaneously.
  • Ability to be flexible with work schedule and ability to handle pressure.
  • Ability to work independently and in a team environment
  • Ability to coordinate, communicate and/or problem solve with others to ensure a smooth workflow.
  • Basic computer skills.
  • Basic technical aptitude (i.e. switchboard console and/or mail and photo copy machines)
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Ability to apply concepts of basic math.
  • Ability to assist/write routine reports and correspondence.
  • Some lifting of up to 50 pounds.
  • Normal office environment. May include visits to warehouse and laboratories which require protective clothing.
  • Occasionally works near moving mechanical parts.
 
qualifications:
Perform day-to-day operational duties in Business Support Services which includes mail services and switchboard services. Work primarily for one area with cross-training in the other, or perform both functional areas on an on-going basis. Provide timely, efficient and courteous internal and external customer support. Perform special projects as needed.

PRIMARY DUTIES AND RESPONSIBILITIES

  • Perform day-to-day mail and switchboard services. May work primarily for one area with cross-training in the other, or may perform both functional areas on an on-going basis.
  • Receive, collect, sort, process, and deliver interoffice mail, USPS mail, FedEx and other carrier letters and small packages company-wide for multiple locations domestically and internationally.
  • Maintain mail-sites at all locations including ordering and stocking USPS, FedEx and SAP supplies as needed, adding & removing employee mail slots, and performing quarterly mail-slot audits.
  • Trouble-shoot problems with mail-site photocopiers, fax machines, mail processor; folder; inserter and FedEx machines. Initiate outside maintenance as needed.
  • Assist, create and maintain mailroom SOPs (i.e. mail distribution, photocopy repair, FedEx processes and procedures, etc.).
  • Maintain a clean, orderly area and comply with established safety policies, departmental procedures, and SOPs.
  • Update and maintain FedEx database of addresses for customers and employees using FedEx supplied computer systems.
  • Gather data, create, and maintain excel databases ( i.e. paper deliveries, console times, photo coping counts, etc.).
  • Answer, identify and direct 700+ phone calls daily company-wide for multiple locations domestically and internationally.
  • Schedule Cafeteria Meeting Space and Connect telephone conference calls.
  • Update and maintain an internal telephone directory reflecting daily moves, adds and changes.
  • Assist, create, and maintain SOPs for all telephone call destinations which includes monitoring new hires, terminations and business area changes.
  • Perform special mailings and/or projects as needed.
  • May train and mentor others.
  • Assist Team Lead and Supervisor with special projects as needed.
  • Assist in identifying process and quality improvements.
  • Maintain full knowledge of emergency procedures for evacuating building, Perform other duties as assigned.
MINIMUM QUALIFICATIONS

  • High school diploma or equivalent
  • Up to 2+ years related experience
  • Customer service experience, a plus
  • Perform day-to-day mail and/or switchboard services. Typically works primarily for one area with cross-training in the other.
  • Work under close to moderate supervision.
  • Consult with senior peers on non-complex projects to learn through experience.
  • Solves problems as part of a team and assumes responsibility as appropriate.
  • Basic skills with moderate level of proficiency.
  • Typically up to 2+ years related experience.
  • Excellent customer service skills.
  • Strong communication skills. Ability to communicate effectively to all levels of the organization and to customers.
  • Excellent telephone presence as needed.
  • Ability to prioritize work and handle multiple tasks simultaneously.
  • Ability to be flexible with work schedule and ability to handle pressure.
  • Ability to work independently and in a team environment
  • Ability to coordinate, communicate and/or problem solve with others to ensure a smooth workflow.
  • Basic computer skills.
  • Basic technical aptitude (i.e. switchboard console and/or mail and photo copy machines)
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Ability to apply concepts of basic math.
  • Ability to assist/write routine reports and correspondence.
  • Some lifting of up to 50 pounds.
  • Normal office environment. May include visits to warehouse and laboratories which require protective clothing.
  • Occasionally works near moving mechanical parts.
 
skills: MS Office
Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

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