• Prepare standard documents and forms, and proofread for accuracy.
• Format and prepare documents according to directions, such as PowerPoint presentations, meeting materials, charts, spreadsheets, etc.
• Sort and direct mail, referring non-routine mail to the appropriate persons.
• Maintain organized recordkeeping and indexing of various documents, such as check requests, invoices, attendance sheets, performance evaluations, etc.
• Provide assistance in the coordination of various events, such as scheduling conference rooms, submitting requests for catering, audio/visual equipment, facilities, etc.
• Maintain and track departmental supplies and inventories, and submit requests for reorders
• Generate, receive and maintain confidential and sensitive files, information and reports and ensure proper security of files.
• Assist with special projects as assigned, gathering and compiling data and preparing reports.
• Maintain sensitivity, understanding and respect for a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, and ethnic backgrounds.

Skills: Document Preparation, Proofreading, Mail Sorting, Recordkeeping, Event Coordination, Inventory Management, Confidential File Handling, Data Gathering and Reporting

• Perform general administrative projects.
• Assist with set up and take down for meetings and events.
• Sanitize and clean office spaces on a regular basis and after events and meetings.
• Assist the Community Collaborations Office Manager in implementing Safety, Security, Emergency Preparedness, Hazardous Materials and Waste and Infection Control Plans.
• General office maintenance duties and delivery of equipment, and/or supplies between office and community sites.
• Respond to requests for assistance from staff.
• Coordinate set up and technical support for meetings and events.
• Troubleshoot basic system and facility problems.
• Assist with record keeping and reporting for the various projects.
• Frequent inventory and taking note of office supplies 
• Keeping storage closet and copy room clean and organized.

Skills: Administrative Support, Meeting and Event Setup, Office Sanitation, Safety and Emergency Preparedness, Office Maintenance, Staff Assistance, Technical Support Coordination, Inventory Management

• Review, validate and process outside vendor expenses
• Collect, review and process vendor invoices.
• Administrate subcontractor compliance with insurance
• Management and distribution of lien releases (Prelim Notices, Conditionals and Unconditionals releases)
• Review customer billing requirements and complete them as necessary, monitor payables beyond 30 days and notify office manager
• Confirm that all required documents have been collected
• Ensure office file integrity (confirm that all office docs have been collected and fully executed i.e. bonds, insurance, signed subcontracts, etc.)
• Collect, validate and file office reporting
• Work directly with account payables, subcontractors, accounts receivable
• Keep office organized, including ordering of office supplies
• Standard Front Desk Duties (answering phones, mail, manage overnight packages, etc.)

Skills: Expense Processing, Invoice Management, Subcontractor Compliance, Lien Release Administration, Billing and Payables Monitoring, Document Collection and Verification, Accounts Coordination, Front Desk Management

Answers incoming telephone calls, determines purpose of calls and forwards calls to appropriate personnel department

• Open, sort and scan all incoming mail (ImageRight, USPS, FedEx, UPS)
• Index all incoming faxes, email and scanned mail
• Distribute documents to different departments via ImageRight
• Scan and process all checks
• Enter and file DNOC and proof of mailing List
• Track, monitor and assist the indexing team
• Handle all returned mail
• Assist with printing and sending nonrenewal and cancellation notices
• Mailroom functions such posting of the outgoing mail and maintaining inventory of mailroom supplies
• Responsible for timely output of FedEx mail
• Assist Business Development team with preparation of company functions, career fairs, conventions and administrative marketing tasks 
• Updates to Monday.com including assisting with entering promo items requests and monthly promo report.
• Assisting with assembling promotional bags and restocking for the tiers.
• Assisting with reviewing, clearing out and answering the Marketing email when email blasts are going out.
• Flexibility to jump into other tasks 
• Assisting the Manager and Office Services Coordinator

Skills: Call Handling, Document Indexing, Mail Distribution, Check Processing, Mailroom Management, Inventory Management, Event Preparation, Administrative Support

• Order office and other supplies and manage office machine contracts such as printers and copiers.
• Communicate with outside vendors for general office management.
• Monthly Expense Reporting ensuring that all receipts align with office expenditures.
• Shipping and Receiving of office packages
• Provide weekly territory report sales and marketing reports, create monthly travel schedule plans and calendar of activities.
• Support the Management team with analysis of service metrics to help drive efficiencies, improve service to customers and reduce costs.
• Wholesale and Retail price analysis to assist in development of sales programs.
• Developing and communicating price lists and order forms for the sales team, and customer service.
• Assist in order fulfillment for all marketing programs
• Attend company meetings to support and introduce new products and marketing programs.
• Assist in Sales Meeting Planning

Skills: Office Supply Management, Vendor Communication, Expense Reporting, Shipping and Receiving, Sales and Marketing Reporting, Service Metrics Analysis, Price Analysis, Order Fulfillment

• Experience as a Receptionist, Front Office Representative or Customer Service role.
• Must be proficient in Microsoft Office Suite with knowledge of spreadsheets to enter compile or extract data.
• Must have professional attitude and appearance.
• Must possess outstanding customer service skills and a strong drive to go above and beyond
• Possess outstanding professional telephone manner and verbal communication skills.
• Ability to be resourceful, proactive and show initiative.
• Must possess excellent organizational skills with great attention to detail.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Ability to prioritize and multi-task
• Ability to meet deadlines
• Ability to carry out instructions provided in written, oral, or diagram form

Qualifications: BA in Administrative Studies with 1 years of Experience

• Clerical office support experience 
• Basic proficiency using Microsoft Word, PowerPoint and Excel 
• Strong interpersonal and customer service skills
• Good attention to detail and the ability to follow directions effectively
• Good verbal and written communication skills
• Demonstrated ability to work effectively with a team and collaborate well with others
• Ability to maintain confidential and sensitive files and information 
• Ability to maintain sensitivity, understanding and respect for a diverse academic environment inclusive of students, faculty and staff of varying social economic, cultural, ideological and ethnic backgrounds 

Qualifications: BA in Communications with 2 years of Experience

• Previous customer service experience
• Previous coffee barista or fast pace retail experience
• Ability to multi-task and take direction from different and multiple places
• High attention to detail: both micro and macro
• Analytical thinking, resourcefulness, and problem solving
• The capacity to adapt quickly
• Confidence to make outbound calls to candidates, employees, and customers
• Demonstrated ability to act with urgency and meet/exceed deadlines
• Ability to work in an environment that varies day to day from structured to non-structured
• Ability to work under the stress of competing and multiple daily deadlines and commitments

Qualifications: BA in Office Management with 3 years of Experience

• Must have strong "attention to details" and be able to handle multiple requests, multi-task, etc.
• Excellent time-management skills 
• Must be proficient with MS Office (Word, Outlook, Excel, Teams).
• Excellent communication skills - verbal and written
• Experience in office support
• Experience in reception and/or office administration
• Ability to work independently
• Ability to maintain confidentiality
• Strong problem solving and organization skills
• Customer service experience in industry 

Qualifications: BA in Business Administration with 3 years of Experience

• Excellent time management skills with an ability to prioritize work
• Strong attention to detail
• Good problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office or Google Office Suite (Google Docs, Google Spreadsheet and Google Slides)
• Office administrative experience, accounting/bookkeeping experience 
• Capacity to work independently as well as part of a team with flexibility and willingness to learn
• An ability to meet deadlines without compromising on quality
• Excellent knowledge of Dutch and English

Qualifications: BA in Organizational Leadership with 3 years of Experience