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Office Assistant

Administration | Chicago, IL | Full Time

Job Description

About Us:

Our commitment to quality and services ensures that everyone that walks through our door leaves happy. With years of experience and continuing development of our space, our team is ready to serve your co-working needs. Find yourself immersed among a mix of corporate, creative and digital agency professionals. 

From a HQ to a one-person satellite, we tailor our offices/spaces to your idea of the perfect working environment. We provide more space per person than our nearby competitors, we don’t believe in crowded spaces, we believe in giving you room to breathe and whether you expand or contract – we’re flexible. 

Job Summary:

The ideal candidate will have proven track record in maintaining a highly organize office performing with an ability to meet specified short and long-term company goals. Candidate must also possess strong interpersonal skills and communicate effectively.

Salary range: $43000 - $53000 per year.

Responsibilities:

  • Answers all incoming calls in a professional manner and transfers them to the appropriate person.

  • Greets and assists all persons visiting the branch in a professional and courteous manner, routes them to the appropriate person.

  • Sorts, distributes and sends incoming and outgoing mail, faxes, and branch data processing reports.

  • Provides administrative support to sales associates and management team members.

  • Processes customer payments, including posting to the computer operating system, and prepares and submits the payments for the branch banking deposit, referring all discrepancies to supervisor.

  • Processes and reconciles the daily cash box journal.

  • Scans daily truck manifests into computer operating system.

  • Enters return and/or rebill sales orders to correct previous billing errors or discrepancies.

  • Expedites open negative return purchase orders.

  • Provides special handling of invoices and statements for identified customers.

  • Assures proper tax-exempt forms are on file for applicable customers.

  • Reviews computer operating system’s invoice preview queue weekly and on the last day of every month.

  • Processes monthly rebate report, resolving vendor charge-backs, as appropriate.

  • Processes debit memos associated with vendor sponsored events

  • Monitors unbilled stock aging report.

  • Monitors material transfer register and reports activity discrepancies to supervisor.

  • Maintains hard-copy receiving, cash box, and manifest files.

  • Monitors and orders office and warehouse supplies as appropriate. Monitors the maintenance needs of office equipment (photocopier, postage machine, etc.).

  • Adds/maintains information to contact lists.

Requirements:

  • Commitment to and demonstration of high ethical standards governing professional behavior and interactions.

  • Demonstrated ability to communicate clearly in written and verbal formats.

  • Demonstrated time management and organizational skills, including an ability to plan and manage multiple priorities simultaneously.

  • Proven attentiveness to detail coupled with problem analysis and resolution skills.

  • Ability to accurately manage large cash transactions.

  • Proven proficiency in data entry and 10-key pad.

  • Proven proficiency in general personal computer application and Microsoft Office software (Word, Excel, etc).

  • Strong customer service orientation.

  • Ability to work well in a team environment.

  • High School diploma or equivalent.

  • One (1) or more years of experience in general office work.

Bonus Points:

  • 401(k)
    401(k) Matching
    Dental Insurance
    Disability Insurance
    Employee Assistance Program
    Employee Discount
    Flexible Schedule