Office Support Specialist

Overview

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).

• Perform general reception support for various departments including answering company phone lines and routing calls, meeting and greeting clients and guests presenting a professional image, participating in company phone tree, ensuring reception area is 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.

• 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