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Summary
 Provides
customer service and administrative support to office
including monitoring multi-line switchboard, data entry, and filing.
Fulfills
general office administrative needs to include first visitor
contact at site.
Duties/Responsibilities
Screens
telephone calls, visitors, and incoming correspondence
(mail) to ensure routing to proper person or location;
Opens
and closes visitor area;
Monitors
meeting schedules including conference room to avoid
scheduling conflicts;
Assists
in setting up meetings, including making arrangements
for meals and supplies to meet established meeting needs within budget
and schedule;
Assists
in editing, proofing and assembly of documentation used for
proposal and marketing purposes to ensure materials are compiled timely
and free from formatting and grammatical errors;
Formats
and types general correspondences, memos, charts, tables,
graphs, business plans, etc. Proofreads copy for spelling, grammar, and
layout, making appropriate changes. Responsible for accuracy and clarity
of final copy;
May
attend meetings, prepare minutes, and report on the proceedings
providing accurate, timely and typed documentation for management review
and reference;
Collects
information from the files or staff for routine updates in office
programs or periodic reports;
Evaluates
requests for service and handles routine concerns using
professionalism and discretion with each interaction, routes non-routine
requests to supervisor or staff;
Ensures
office and cleaning supplies are kept at proper storage levels,
monitors for waste and underutilization and adjusts accordingly;
Maintains
office filing as required to ensure accurate and timely
disposition and swift retrieval of information;
Coordinates
outgoing correspondence for proper cost effective methods
and timely delivery of materials. Monitors and maintains tracking
information on outgoing materials;
Completes
other related clerical duties such as photocopying, faxing,
filing and collating as necessary to support functions as directed by
supervisor;
Coordinates
with DJI work sites and Corporate HR department to
update the company directory, maintaining accurate records of key
employee titles, addresses and phone numbers;
Completes
routine correspondence related to duties or as directed by
Supervisor;
Perform
other related duties as they are assigned.
Minimum Qualifications
The successful candidate will be the first interaction employees and
visitors will have with DEL-JEN, Inc. by phone or in person. Therefore,
the person must exhibit professional communication skills, poise, tact,
and diplomacy both verbal and written. In addition:
Two
or more years experience in office administrative procedures
and knowledge of use and operation of standard office equipment;
Two
or more years demonstrated experience of Microsoft Office
Suite tools, specifically, Word, Excel, and PowerPoint.
Must
exhibit strong attention to detail and organizational skills in
composing, typing and proofing materials, establishing priorities, and
meeting deadlines.
Additional
Qualifications
Some
analytical ability is required in order to gather and summarize
data for reports, find solutions to various administrative problems, and
prioritize work.
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