Pro Staff

Support Specialist

SHAKOPEE, Minnesota
Mar 20, 2017
Mar 31, 2017
Social Services
Employment Status
Full Time
Overview: The Support Specialist provides a positive first impression to customers either on the telephone or face-to-face while performing various support functions necessary for the company to operate smoothly. This position provides helpful and timely customer service while building and maintain customer satisfaction of both internal and external customers.  The Support Specialist uses effective communication methods to support company goals and objectives while promoting cooperation and commitment within the company to achieve goals and objectives.  The Support Specialist reports to the Executive Support Manager. Responsibilities:  Provides a good first impression Answers the company phone line, transfers calls, reviews and distributes the company voicemail daily; 20 calls/day Distributes the mail and faxes daily; maintains copier and mail machine space; keeps the labels and paper stocked daily Keeps reception area organized and clean including the magazine display  Prepares conference rooms daily Plugs in the Polycoms and turns off the lights at the end of each day Pushes in the chairs, resets the table, and wipes the dry erase boards at the end of each day Orders food for conference room meetings as requested  Keeps the conference room fridge(s) stocked; makes sure there is guest water on hand every day Coordinates office activities Books meeting rooms within two (2) hours of the request  Manages the company kitchen Coordinates refrigerator clean outs at least quarterly Wipes down the kitchen counter tops and pushes in the chairs daily Monitors supplies and communicates to the appropriate person when new items need to be purchased Takes inventory of office supplies weekly and orders as needed Arranges semi-annual carpet cleaning and communicates to the entire company at least three times prior to the date Is responsible for arranging the disassembly and reassembly of all shared office spaces before and after  Provides administrative support Files contracts within one (1) day of receiving them; both in electronic & hard copy Responsible for Egencia travel program – sets up new users, coordinates training for the program, evaluates metrics, makes discount recommendations Coordinates and prepares General and FTTx UPS shipments and Quicksilver deliveries within one (1) day of receiving the request Processes sample and employee/partner purchase requests within one (1) day of receiving the request Coordinates and processes Staples Chargeback Disputes at least two (2) days before the dispute is due to Staples Prepares spreadsheets and reports as requested  Coordinates and processes the necessary Visa and passport requests within three (3) days of receiving the request Supports Human Resource initiatives Emails the company about various company events as needed Posts job openings and schedules interviews Prepares desk space for new hires Cleans the desk and/or office, provides office supplies, completes the New Employee Binder one (1) day prior to the new hires start date Coordinates company events and meetings Quarterly All-EE Meetings – prepares the space, rents and procures materials, coordinates and participates in the break-down/clean up, assists in the ordering of food  Annual CES presence – responsible for making hotel & meeting space arrangements Bi-annual CPS Visit – responsible for putting together gift bags, agendas, hotel arrangements, and making food reservations and/or ordering food daily FTTx Meetings – responsible for ordering food, setting-up/breaking-down conference room Company trainings – responsible for ordering materials, setting-up/breaking-down the meeting space, and assists in ordering food Manages the purchase and sending of Company holiday gifts, other duties as assigned Requirements: Proficient in Microsoft Office Suite  Experience working in an office environment; experience and current standing as of Notary Public required The ability to follow directions with a positive attitude Ability to appropriately communicate at all levels within a company Proficient in prioritizing tasks to accomplish higher and lower priority responsibilities simultaneously to achieve all tasks/projects by required  deadlines W illingness and initiative to volunteer to take on tasks that don't fall  directly into "the job description" Proactively looking ahead to see what tasks could be completed in order  to make things efficient and effective Ability to adapt to a changing environment Highly organized, detail oriented, and professional