Office Support Specialist

Hilton Displays is a fast-paced company that needs a professional, motivated & friendly Front Desk Administrator who takes pride in every task. Delivering a meaningful interaction with every person by phone and in person. The perfect candidate must be dependable and have a willingness to learn new tasks and processes. This position is best suited for an individual who thrives in a multitasking role working with a variety of people.

ESSENTIAL FUNCTIONS:

• Meet and greet guests and visitors in the lobby.
• Answers all incoming calls on the main line, provides high-level customer support to caller’s inquiries, and routes calls to appropriate departments accordingly.
• Receives and responds to customer questions in person, by telephone, and by email; responds to inquiries from employees, internal and external stakeholders, and when necessary, refers to the appropriate person or department.
• Provides administrative support, including disseminating information or providing notifications; answers phones; provides information regarding policies and procedures; screens, responds to, and distributes mail as appropriate.
• Process purchase orders, service orders, stand-alones, turnovers, and change orders.
• Assist employees with travel arrangements including car, flights and hotel reservations.
• Order supplies for the entire office.
• Create purchase orders and work order packets for processing using Infor Visual
• Manage insurance database for subcontractors as needed using Microsoft SharePoint
• Organize and work independently on multiple assigned tasks/projects and complete assignments within specified deadlines.
• Requires excellent communication and organizational skills, and the ideal candidate should possess the ability to multi-task and pay attention to detail.
• Required to have prompt, regular attendance in-person and be available to work on-site during regular business hours and as needed.
• Assists with planning and execution of special events such as organization-wide meetings, board meetings, employee recognition events, holiday parties, and retirement celebrations.
• Work with all departments and levels within the organization as needed.

EDUCATION/EXPERIENCE:

• Required High School Diploma / GED. An Associate’s Degree (two-year college or technical school) in a related field is a plus.
• 1-2 years of clerical experience in a fast-past environment preferred

SKILLS & ABILITIES:

• Proficient in Outlook, Excel, Microsoft Suite & Office Management Software (i.e. an ERP Manufacturing System)
• Familiarity with office management procedures and basic accounting principles
• Works well independently and in a team setting
• Exceptional listening, verbal, and written communications skills
• Excellent customer service skills
• Great attention to detail
• Must be available to work Monday through Friday, 8:00 AM to 5:00 PM.