Front Office Administrator

Summary

The Front Office Administrator is the first point of contact for Minnesota Air customers, vendors, and visitors. This position's primary responsibility is to operate the multi-line phone system in a professional, courteous, and efficient manner while providing exceptional customer service. In addition, this position is responsible for supporting front-office operations and assisting the Marketing team with administrative and marketing-related activities.

• Answer and manage incoming telephone calls in a professional and courteous manner; assess caller needs and direct calls appropriately, take and relay messages, or route calls to voicemail when necessary.
• Answer incoming emails from the general email inbox.
• Greet employees and visitors; determine the purpose of the visitor's visit and direct or escort them to the appropriate location.
• Prepare all outgoing mail for postage using the most cost-effective option available.
• Receive mail, documents, packages, and courier deliveries and distribute items.
• Perform front office equipment (copier, postage machine, etc.) updates, schedule maintenance to ensure usability by coworkers, and order supplies.
• Maintain office supply inventory by monitoring stock levels, ordering standard and requested items (with management approval), and ensuring supplies are organized and readily accessible.
• Maintain inventory of beverages and related supplies; order as needed and ensure beverage coolers in the conference room, training room, and café are fully stocked, organized, and ready to support employee, customer, and training activities.
• Fulfill and maintain promotional inventory.
• Support Customer and Company events (ordering, organization, and preparation)
• Track and correspond with customers on co-op use and approval.
• Track, processes, and correspond with customers’ literature requests.
• Perform monthly and weekly reporting.
• Perform administrative and clerical support tasks as needed, such as filing, photocopying, collating, and stapling.
• Work on-site, M-F, 8:00 am – 5:00 pm.
• Participate in continuous learning and development through training initiatives such as MN Air University, HR programs, tech-support courses, webinars, or other job-related trainings to foster continuous learning and development mindset.

Performs other related duties as assigned, including special projects assigned by the dept manager.

• Medical, Dental, Vision, Hospital Indemnity, Critical Illness, Accident, and Life Insurance
• Employer HSA Contributions
• Employer 401(k) Match
• Employer paid Life Insurance
• Profit Sharing Program
• Referral Bonus opportunities
• Paid Family Leave
• Paid Time Off
• Volunteer Time Off – 8 hours
• Paid Company Holidays – 8 days
• Floating Holiday – 8 hours

• Proficient with Microsoft 365 Suite.
• Strong customer service skills with a professional, welcoming approach in all interactions, including in-person, phone, and written communication.
• Experience with Hub Spot CRM (preferred).

• Minimum of two years of post-secondary education or equivalent training from an accredited institution.
• One to two years of experience in an office support role.
• Experience working in the HVAC industry (preferred).
• Equivalent combinations of education and experience will also be considered.

• The noise level in the work environment is usually moderate. Sources of noise include computers, phone calls, front door foot traffic and conversations pursuant to working goals.
• Occasionally lift up to 50lbs.

Minnesota Air, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, status as a qualified individual with disability, or any other category that may be protected by law.