Operations Assistant, Receptionist

Position Title: Operations Assistant 

Reports To: Jeannee’ Woodson, DC Operations Manager 

Objective: To provide exceptional customer service and ensure efficient and organized operations within the office, contributing to a welcoming and productive workplace environment.

Primary Responsibilities

1. Customer Service:
   • Greet and assist employees, clients, and visitors with professionalism and a welcoming attitude as acting receptionist support.
   • Address inquiries and resolve issues promptly, ensuring a high level of satisfaction.
   • Build professional relationships with customers and other teams, embodying the company’s mission, values, and mission.
   • Serve as a role model for company and community service events.
2. Mail and Package Management:
   • Perform daily mail pickup every afternoon after lunch, scanning the QR code to track mail collection.
   • Sort mail for the team and manage package handling, including FedEx shipments.
   • Sign for incoming and outgoing packages and route them to the appropriate party.
   • Call for car service or messenger as requested by clients.
3. Office Cleanliness and Maintenance:
   • Conduct multiple daily walkthroughs to maintain cleanliness and identify areas needing attention.
   • Manage the cafe ensuring cleanliness, order, and adequate stock of supplies.
   • Ensure conference rooms and kitchenettes are stocked with essentials like sparkling water, soda, and office supplies.
4. Event and Facility Support:
   • Assist with the setup, execution, and breakdown of corporate events, including food ordering and logistical support.
   • Maintain hospitality services, including conference room setup with food and beverages, and upkeep of kitchen/pantry areas.
   • Schedule and set up meeting rooms for staff and visitors, ensuring conference room readiness and cleanliness.
5. Administrative Support:
   • Handle all inquiries and communications through the main APCO phone line.
   • Process and handle incoming email requests using the ticketing platform, FreshService.
   • Perform administrative duties, such as copying, scanning, faxing, and document preparation.
6. Facility Management:
   • Monitor and report maintenance for repair needs within the office.
   • Assist with box, office, and occupant moves and perform light maintenance duties.
   • Address copier and equipment issues, ensuring they are stocked and operational.
7. Team Engagement and Flexibility:
   • Be present and fully engaged in "all hands on" initiatives, showcasing flexibility in schedule and tasks.
   • Collaborate with team members, sharing knowledge and promoting collective problem-solving.
   • Engage in cross-training opportunities to enhance skills across different operations areas.
8. Feedback and Accountability:
   • Communicate openly about challenges and solutions, ensuring alignment on duties and expectations.
   • Provide documentation of tasks, including photo evidence where applicable.
9. Special Projects and Additional Duties:
   • Take on additional responsibilities and projects as assigned by management.
   • Contribute to the continuous improvement of services and processes within the office.
   • Act as a liaison for the Office Manager as needed. 

Minimum Qualifications

• High school diploma or equivalent.
• Excellent verbal and written communication skills.
• Customer Service experience
• Strong organizational skills, problem solving skills, and attention to detail.
• Ability to multitask and manage time effectively.
• Basic proficiency in Microsoft Office Suite and email management.
• Requires regular physical activity, including lifting and carrying up to 50 lbs, twisting, turning, and standing for prolonged periods.
• Ability to work a flexible/extended schedule and meet deadlines.

Preferred Qualification

• Experience in a customer-facing role. 
• Experience in hospitality or office management support 

Work Environment

This role is situated in an office setting and involves frequent interaction with staff, visitors, and external vendors. The position requires flexibility to accommodate varying schedules, which may include early mornings, late evenings, or weekend shifts. Adaptability is essential to meet changing priorities and mai