General Purpose

To help maintain a productive work environment, while ensuring that all internal and external contacts get the support they need. The first official representative (face) of the office, responsible to greet and direct callers and visitors, respond to inquiries from staff, customers, vendors and other visitors by providing requested information and/or referral to other parties. To support Human Resources (HR), the Ownership Group, Executive Management, Branch Operations Managers, Other Department Managers/Supervisor and our employees.

Education:

High School Diploma (or GED or High School Equivalence Certificate)

Experience:

• Must have two-plus years in office support role or direct HR experience, strong organizational and time management skills, excellent verbal and written communication abilities, strong sense of discretion, confidentiality and professionalism, ability to create and administer a task priority list. Maintains professionalism and confidentiality at all times.
• Possesses strong interpersonal skills.
• Able to communicate clearly, both written and orally, as to communicate with employees, members of the management team and in group presentations and meetings.
• Effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information.
• Able to prioritize and plan work activities as to use time efficiently.
• Must be organized, accurate, thorough, and able to monitor work for quality.
• Have a positive attitude and be flexible.
• Possess strong computer skills.

Key Responsibilities & Essential Functions – Office Coordinator

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  Protocol

• Maintain professional appearance and conduct at all times, whether face-to-face or over the phone.
• Follow proper etiquette while in conversations.
• Present calm, friendly and confident approaches.
• Preserve a healthy and well-maintained work station, free from clutter. While snacking at the work station is not forbidden, please keep food out of general view.

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  Visitor Hospitality

• Welcome and greet customers and other visitors to the building
• Determine visitor needs in a professional manner
• Offer guests refreshment
• Announce arrival of the guest to the receiving party
• Offer seating, escort or direct visitors to the proper conference room or other prearranged location

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  Security Awareness

• Generally monitor visitors and the lobby, taking care to notice anything suspicious or unusual. Please report strange circumstances to management.

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  Ensure knowledge of Executive Staff movements in and out of the building

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  Office Equipment & Software

• Understand and possess ability to operate standard office equipment: Postage machine, fax machine, copy machine, scanner, calculator, telephone counsel.
• Must have extensive Microsoft Office experience and be highly proficient in Excel, Word, and scheduling within Outlook

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  Answer incoming phone calls

• Forward callers to proper department or person
• Control Executive Staff callers as each requires

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  Manage Correspondence

• Forward electronically received faxes via email
• Post outgoing mail with correct postage value, Monitor postage machine operation/supply level
• Track employee postage use/reimbursement; turn in collected postage money to Staff Accountant
• Deposit outgoing mail; pick up and distribute incoming mail; Schedule Fed-Ex
• Create West Copy Room mail cubby for new employees/remove mail cubby for terminated employees

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  Maintenance

• Ensure approved vendor list is up to date with current contact information
• Monitor the interior of the office building (not including the warehouse) to ensure cleanliness and professional appearance
• Report custodial issues to Shipping Manager
• Respond to repair requests quickly and professionally, schedule service calls

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  Small and Large Conference Rooms

• Manage the schedule for all meetings, ensure executive meeting needs are always met.
• Post daily schedule, update and post new schedule as additional reservations are made throughout the day
• Spot-check the rooms each morning and after each meeting for cleanliness
• Maintain sufficient levels of bottled water

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  Office Supplies

• Responsible to maintain stock levels for office, break room and rest room supplies, including timely ordering
• Keep East and West Copy Room/Office Supply areas neat and orderly
• Responsible to keep restroom toiletry items stocked and available for use

Key Responsibilities & Essential Functions – HR Support Specialist

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  Support management-level staff and perform a variety of tasks related to employee record keeping within Lohmiller & Company.
• Provide both HR-specific and administrative support.
• Handle sensitive employee and company information, which requires that they maintain a high level of professionalism and confidentiality.
• Required to file employee-related documents.
• Responsible for editing documents and presentations, entering and updating employee information into company databases, preparing employment packages, handling benefits information, and processing termination paperwork.
• Assist the HR Manager with specified projects, such as planning company events.
• Have a working knowledge of HR-specific software and information systems is a plus.
• Ability to meet tight deadlines, perform multiple tasks, and work well under pressure.
• Wellness initiatives may require attendance before or after regular work schedule. Required to report to work early in the morning on the dates we have scheduled for biometric screenings. We are also required to work evenings when we have company-sponsored events such as Holiday parties and all-company meetings.

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  Supports the HR department with recruitment and hiring efforts by:

• Preparing new employee files and drive qualification files.
• Assisting with orientating new employees to the organization.
• Assisting with explaining company policies, gathering withholding and other payroll information, explaining benefit programs, and obtaining signatures for documents.

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  Supports the HR department with records maintenance for employees by:

• Maintaining current HR files and databases for the hiring, transfer, termination, change in job classifications, and merit increase dates as well as tracking PTO.
• Performing file audits to ensure that all required employee documentation is collected and maintained.
• Balancing benefit statement to payroll deductions.

• Additional HR Support Specialist Duties and Responsibilities:

• Supporting the Safety program through training, record keeping and supplies.
• Will support and embrace the company culture by advocating the Statement of Cause, Statement of Intention, Behaviors and Habits, Business Definition and Business Objective stated.

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  Administrative Support – Various Departments

• Assist Managers with general department duties as requested
• Perform basic data entry and update various databases
• Prepaid basic correspondence and document, laminate upon request
• Coordinate and organize training class curriculum

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  Miscellaneous

• Decorate main lobby for the Holiday Seasons, including setting up the Holiday tree and dismantling it after the holiday season is over

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  Other duties as assigned