Administrative Support & Receptionist
at FL Cars in Chicago, IL
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May 05, 2013
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Overview
• Receive, direct and relay telephone messages and fax messages
• Direct callers to the appropriate department and staff member
• Pick up and deliver the mail
• Open and date stamp all general correspondence
• Maintain the general filing system and file all correspondence
• Provide word-processing and secretarial support
General Administration
• Data entry of Client orders
• Faxing of Client orders
• Creating work order production tickets
• Prepare and process (draft, format, and proof-read) documents according to company standards for signatures or approvals, including letters, memos using Microsoft Word
• Maintain office files and assist with document control
• Provide administrative support to all staff in the Section, including responding to telephone, email and/or in-person inquiries to the area and directing inquiries as required to provide quality customer service
• Manage the flow of the Section's incoming/outgoing correspondence
• Reception, faxing, photocopying, scanning, and all other related duties as required
Shipping
• Update Shipping and receiving and accounting records
• Maintain filing system
• Maintain shipping supplies (labels boxes, tape etc. . .)
• Verify and keep records on incoming and outgoing shipments and prepare items for shipment
• May perform shipping or receiving activities as necessary including:
• Assist with unloading gowns when they arrive daily
• Assist Production Assistant with attaching appropriate paperwork to the gowns and record in daily receiving log
• Affix shipping labels on packed cartons or stencil identifying shipping information on cartons, using stenciling equipment.
• Assemble cardboard containers or select pre-assembled Bridal trunk containers.
• Insert items into containers, using spacers, fillers, and protective padding. Bind containers with tape, using machine.
• Stamp, identifying information and shipping instructions onto containers
Other
• Run general office errands
• Participate in staff meetings as required
Responsibilities (One responsibility per line. Responsibilities will be made into a list automatically.)
• Direct callers to the appropriate department and staff member
• Pick up and deliver the mail
• Open and date stamp all general correspondence
• Maintain the general filing system and file all correspondence
• Provide word-processing and secretarial support
General Administration
• Data entry of Client orders
• Faxing of Client orders
• Creating work order production tickets
• Prepare and process (draft, format, and proof-read) documents according to company standards for signatures or approvals, including letters, memos using Microsoft Word
• Maintain office files and assist with document control
• Provide administrative support to all staff in the Section, including responding to telephone, email and/or in-person inquiries to the area and directing inquiries as required to provide quality customer service
• Manage the flow of the Section's incoming/outgoing correspondence
• Reception, faxing, photocopying, scanning, and all other related duties as required
Shipping
• Update Shipping and receiving and accounting records
• Maintain filing system
• Maintain shipping supplies (labels boxes, tape etc. . .)
• Verify and keep records on incoming and outgoing shipments and prepare items for shipment
• May perform shipping or receiving activities as necessary including:
• Assist with unloading gowns when they arrive daily
• Assist Production Assistant with attaching appropriate paperwork to the gowns and record in daily receiving log
• Affix shipping labels on packed cartons or stencil identifying shipping information on cartons, using stenciling equipment.
• Assemble cardboard containers or select pre-assembled Bridal trunk containers.
• Insert items into containers, using spacers, fillers, and protective padding. Bind containers with tape, using machine.
• Stamp, identifying information and shipping instructions onto containers
Other
• Run general office errands
• Participate in staff meetings as required
Responsibilities (One responsibility per line. Responsibilities will be made into a list automatically.)
Experience
A minimum of 3 year's diversified experience in general office administrative practices and procedures, reception and calendar management
Pleasant and professional phone manner is essential
Demonstrated proficiency with Microsoft Office Suite
Ability to work independently and demonstrate exceptional time management/prioritization skills required
Excellent communication (verbal and written), interpersonal, customer service and decision making skills required
Detail oriented and demonstrates a high degree of accuracy
Well organized
Able to complete tasks in a timely manner
Knowledge of QuickBooks is an asset
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