Corporate Assistant III

ESSENTIAL JOB FUNCTIONS

Responsible for placing service calls and ordering ink and toner for all office equipment including the corporate office and off-site locations, as requested.

Assist with overseeing the corporate fleet vehicles by scheduling usage and upkeep of the corporate vehicles, coordinate vehicle inspections, and maintain the appearance of the corporate fleet ensuring each vehicle is clean and safe for travel.

Responsible for follow-up regarding outstanding inspections and required vehicle repairs/maintenance.

Coordinate with all departments to maintain updated seating assignments and floor charts for all office buildings.

Assists with coordinating all vending and coffee needs at the corporate office and distribution centers. This would include reviewing monthly usage and shrink reports for accuracy/issues, verification of statements to ensure fair and consistent dealings with vendors, and consistency in all locations.

Responsible for placing furniture orders for the corporate offices and off-site locations as requested.

Assist the Corporate Services and Facilities Administrative Supervisor with the daily functions and services for the corporate office which include: café, janitorial service, grounds maintenance, pest control, waste removal, recycling/shredding, floor mats, TV programming, etc. to ensure all facilities are maintained in acceptable and effective condition. Maintain good vendor relations with each of these services and process invoices for each.

Responsible for providing support and daily administrative assistance to the Director Corporate Facilities and Services. This includes a large volume of phone calls, interactions with department heads and other administrative correspondence and projects.

Provide primary phone coverage to the Department and backup phone coverage for other departments as needed.

Receive/sort mail, and maintain appropriate office supply inventory for the department.

Review and reconcile credit card transactions for Corporate Facilities Supervisor and Director Corporate Facilities and Services.

Responsible for drafting letters for team member promotions to store manager/corporate management to send with corresponding recognition gift.

Assist with business membership accounts for the corporate office and off-site locations, including the coding of statements, requesting new account holders and reclassification of holding account items monthly. Responsible for maintaining multiple updated spreadsheets pertaining to these accounts.

Provide switchboard back-up coverage, as needed.

Communicate with the Director Corporate Facilities and Services and other department heads to keep them abreast of facilities maintenance issues and projects.      

Perform other miscellaneous duties as assigned.              

SKILLS/EDUCATION/EXPERIENCE

Required:

High school diploma or equivalent

Valid driver’s license

Attention to detail and a high level of confidentiality

Ability to work both independently and in a team environment

Ability to work with minimal supervision and self-motivate

Must be able to prioritize tasks accordingly and work in a fast-paced environment

Excellent attendance and work ethic

Excellent customer service

Desired:

1-2 years administrative experience including; typing, filing, multi-line phones, email, sorting, copying, and organizational skills

Ability to operate various printers, copiers, and fax machines

Microsoft Office including Word, Excel, Power Point, and Publisher