Nth Generation
  • 02-Feb-2018 to 03-Apr-2018 (PST)
  • Shared Services
  • San Diego, CA, USA
  • CWE
  • Hourly
  • Full Time

POSITION SUMMARY

Provide pleasant and courteous customer service, general office administrative support, and accounting support, while always maintaining the NTH Corporate Culture (see Appendix A).  Customers are defined as our clients, our employees (internal customers), and vendors. 

ESSENTIAL DUTIES AND RESPONSIBILITIES, include, but not limited to, the following:

  • Greets walk-in visitors with a smile and displays a courteous attitude.  Promotes a professional NTH Generation experience by ensuring succinct, friendly and relevant communication.  May turn non-appointment visitors away, per company policy.
  • Verifies that visitors are expected and authorized to enter beyond the reception area.  Upon verification of such, issues Security Access card to visitor, getting all pertinent information into Filemaker/logbook.  Redeems cards from all visitors, upon their departure.  Notifies security administrator if any visitor cards become lost or taken.
  • Pleasantly answers the telephone, determines caller's needs and provides world-class customer service in a calm, poised manner.  To meet this end, position will develop an understanding of when to take a message, when to offer voice mail, when to track down the intended recipient.  Position will take accurate and timely messages, pull messages from the voice mail system, transfer callers to the requested individual or other support as needed (such as paging overhead).
  • Notifies staff immediately by email when a call has gone to voice mail, or a written message has been taken. 
  • Logs all incoming calls into FileMaker call-log database.
  • ·         Continually updates Employee Activity in FileMaker, both real time activity based on employee real time reporting and projected activity based on company calendars.
  • Logs all deliveries received at front desk into receiving log, and notifies appropriate staff of items received.
  • Logs all purchase orders received from clients.  Notifies appropriate staff of PO received; scans and forwards the electronic document to the appropriate party.
  • Logs and distributes incoming faxes.  Notifies intended recipients by email that a fax has been received
  • Helps maintain clean and professional front office environment.  Eliminates clutter.
  • Helps maintain clean lunchroom area and conference rooms.  Cleans tables, if needed, runs and empties dishwasher on regular basis.
  • Monitors office supplies and makes certain that basics are available as needed.  Obtains proper approvals and issue Purchase Requisitions for such supplies.
  • Monitors supplies of snacks and beverages, and re-orders as necessary.  Obtains proper approvals and issue Purchase Requisitions for such supplies.
  • Assists in the coordination of internal company meetings and company celebration events, including set up and food preparation.
  • Arranges for company lunches and meals for business meetings, as requested.
  • Set up conference rooms for client meetings with coffee/water, according to the Account Manager's request.
  • Organize the company photo folder for easier reference.  Maintain company calendar of employee birthdays and anniversaries of hire dates and oversee the preparation and distribution of each employee's birthday and anniversary e-mail. Track and prepare employees children's' birthdays and ensure cards are mailed in a timely manner.
  • Update and replace snack tally sheets monthly.  Reconcile previous month's snack lists and submit to finance department.  After receiving a "due by" date from finance, send email to advise employees of their current balance due.
  • Files accounting paperwork, such as purchase orders and invoices in customer and vendor files, on a regular basis to avoid backlog.  Ensures that records are easily located, organized and accurately filed.
  • Verifies employee expense reports are complete with required backup and assigns account numbers based on expense type and department.
  • Processes company credit card statements - ensuring all backup is complete, assigning account numbers, and creating purchase orders as needed.  
  • Maintain library of DVD's and Laser Discs, creating record for new movies as they come into inventory, and tracking all check-outs and returns.  Ensuring that the movie library is kept in orderly condition.
  • Performs a variety of administrative duties, as needed, such as updating NTH's Employee Phone and Extension List and NTH's Employee Photo Sheet.
  • May be asked to run general errands for company matters.  Requires own vehicle.  May be asked to drive company vehicle for some errands.
  • Able to work during NTH Generation's core hours of operation, from 8:00 a.m. to 5:00 p.m.  Flexible to come in early and/or stay late, if there are last minute requirements to perform tasks.
  • As business and operational demands dictate, additional duties may be assigned and expected to be performed.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable an otherwise qualified individual with a disability to perform the essential functions.

Education and / or Experience

H.S. Diploma or GED.  At least 2 years multi-phone line experience.

 Skills, Knowledge and Abilities

  • Ability to project warmth and enthusiasm with in-person and phone contacts.
  • Able to maintain confidentiality of business or personnel information.
  • PC literacy to include popular word processing, spreadsheet and email programs.
  • Must be able to quickly learn user skills with software applications.
  • Ability to multi-task, while still showing good organization and attention to detail.
  • Ability to work with numbers and understand basic accounting principles.
  • Able to exercise tact and diplomacy in dealing with others.
  • Must possess ability to exercise sound judgment.
  • Ability to organize and prioritize work assignments in an unstructured environment.
  • Must be able to remain flexible to constantly changing business demands.
  • Ability to maintain a courteous, professional manner with others at all times and work well under stress.
  • Ability to interface internally with all departments and externally with outside sales, clients, and partners.

Certificates, Licenses, Registrations

  • Drivers License.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.  Reasonable accommodations may be made to enable an otherwise qualified individual with a disability to perform the essential functions.

Position requires manual dexterity to perform word processing and computer-related tasks.  Able to see, hear and talk.  Able to lift 50lbs regularly.  Able to drive an automobile. 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential function of this job.  Reasonable accommodations may be made to enable an otherwise qualified individual with a disability to perform the essential functions.  General office setting.

 

APPENDIX A

  • Has a positive "can do" attitude with clients and co-workers. Takes ownership of problems and thinks outside of the box, to find creative solutions, quickly resolve problems and help clients maintain a consistently high degree of uptime.
  • Works quickly and efficiently to solve problems.
  • Does not take unnecessary risks when performing tasks.  Always operates in a professional and courteous manner.  Always strives to be a model citizen and truly believes in the motto "The Customer is Always Right!"
  • Always goes the extra mile to get the job done completely. Does not cut corners or put off documentation or paperwork and understands that teamwork and sharing knowledge is essential to both the company's and one's own personal success.  Cheerfully assists others when asked, even if outside of the job description.
  • Collaborates well with other employees and client staff.  Speaks up when necessary to make sure that proper procedures are followed by all workers and ethical business practices are adhered to at all times.

 

 

Nth Generation
  • Apply Now

  • * Fields Are Required

    What is your full name?

    How can we contact you?

    By clicking the button above, I agree to ApplicantPro's Applicant Information Use Policy.

  • Sign Up For Job Alerts!

  • Share this Page
  • Facebook Twitter LinkedIn Email
.
Logo Home Solutions Resources Services Technologies About Contact Twitter FB in youtube google plus