Office Support Specialist at Widseth Smith Nolting and Associates Inc – Baxter, Minnesota

Office Support Specialist (Part-Time)

Baxter, MN

The Office Support Specialist (OSS) is the first point of contact for clients, visitors, and incoming calls. This role plays a key part in ensuring the office operates smoothly while creating a welcoming, professional atmosphere. The OSS also serves as a general administrative support resource for office staff and project teams.

This position is a part time, non-benefitted position with core hours of 9 am – 2 pm (30-minute lunch) Monday thru Friday. On select Fridays, this position will be responsible for the phone tree coverage which will require working until 5 pm.

Your focus will be on:

· Perform general reception support for various departments including answering company phone lines and routing calls, meet and greet clients and guests presenting a professional image, participates in company phone tree, ensure reception area are organized and welcoming to clients and guests.

· Handle incoming mail and package deliveries (must be able to pick up and carry 15-pound packages). Prepare outgoing mail, inter-office mail distribution and shipments.

· Oversee the daily operations of the office copy/work room ensuring equipment is user ready, ordering stock or submitting service calls.

· Coordinate and manage office supply and on-demand ordering needs.

· Perform general office administrative support, which includes, monitoring general office email, preparation of correspondence, filing, report preparation, databased, client contact information, and special projects, and document retrieval.

· Assist vendor invoices to ensure payment.

· Assist OM with general office and grounds maintenance, repairs, improvements, and office access security.

· Assist with coordination of client and staff meetings (on-site and off-site) ensuring presentation materials are available, technology arrangements, refreshments and assisting with meeting notes as requested.

· Assist Project Managers with general project administrative duties such as: project set-up, tracking and reporting, timesheet management, invoice work, tracking design and drawing documentation, assisting with project amendments and project closing.

· Teamwork participation and good communication delivery are important to internal and external clients.

To be considered for this position you’ll need to meet the minimum qualifications:

· Proven work experience in a similar role.

· Able to lift and carry up to 15 pounds.

· Prior assistance to project management is a plus.

· Customer service focus both internally and externally.

· Solid written and verbal communication skills.

· Hands on experience with office equipment (phone systems, fax machines, printers).

· Requires proficiency with MS Office Suite.

· Demonstrated excellent organizational and prioritization skills.

· Flexibility and adaptable to changing work direction.

· Willingness and ability to work extended hours as needed.

· Willingness to learn new things.

Employment is contingent on a successful background check post-offer. Candidates must be authorized to work in the U.S. without current or future sponsorship.

Widseth is an Equal Employment Opportunity/Affirmative Action Employer