Job description

Overall Responsibility

Responsible for overall front office activities and daily operations for Diversified Logistics Management, LLC (otherwise referred to as DLM), the corporate office.

Lends assistance to the other four companies underneath the DLM umbrella - Southeast Unloading, First Coast Pallet, and Triple C Enterprises.

Key Tasks and Responsibilities

• Answers all calls through a multi-line phone system hub, manages phone traffic forwarding calls to appropriate persons and manages the flow of communication for all the executive and support staff, reports phone and technology outages to local providers and ensures effective telephone and mail communications both internally and externally

• Coordinates overall administrative activities for the office to include distribution of incoming mail and coordinates all outgoing mail , submits work orders, performs data entry into various databases, books travel and lodging arrangements for outbound travel crews and for special projects or events, orders banking supplies, site stamps, business cards and other various office supplies for the remote sites, enters weekly site deposits in QuickBooks, ensures all checks and revenues received in the mail are forwarded to the appropriate person for deposit, posts bills, per diem checks, expense reports, refund checks, and disputes discrepancies in accounts payable, prepares various and miscellaneous correspondence, assists with monthly/yearly bank statement reconciliations, generates both weekly & monthly dividend reports for all sites, performs payroll/benefit-related reconciliations to general ledger and other accounts, assists in the planning of events, meetings and conferences, makes photocopies, faxes documents and performs other clerical functions, files documents such as invoices, payments, time sheets from the sites, etc. and ensures documents are put into appropriate employee files, provides assistance to other departments such as Human Resources, Accounting, and Operations as needed

• Performs customer service functions by answering and resolving requests and inquiries from customers, employees and vendors

• Manages the front reception area in order to maintain professional image to the public

• Oversees the office areas, as well as layout, arrangement and housekeeping of office facilities

• Responsible for the day-to-day facilities operations and ensures that maintenance of office equipment, including copier, fax machine, etc. are regularly scheduled and/or taken care of when necessary or in the event of malfunctions

• Orders and negotiates the purchase of all office supplies, furniture, office equipment, etc., in accordance with company purchasing policies and budgetary restrictions

• Schedules work and staff at certain local operational sites

• Oversees recyclables and document shredding processes

• Participates as needed in special department projects

• Performs any and all other duties as assigned

Skills and Attributes

• Extraordinary customer service skills

• Excellent phone skills and communications skills

• Working knowledge of mail processes such as postage machine, Federal Express and UPS

• Good planning and organizational skills

• Well-developed interpersonal and communication skills

• Professional appearance and manner

• Computer literacy, specifically MS Office, etc.

• Ability to negotiate effectively

• Ability to lift approximately 15-20 lbs.

Education/Experience:

• Related degree or equivalent of work history and experience preferred

• Three – five years of previous administrative experience

• Previous QuickBooKs experience preferred

Competencies

• Customer Service – this individual is predisposed to the service of others and takes pride in bringing resolution to opportunities that arise regarding both internal and external customers

• Problem solving—the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully and efficiently

• Interpersonal Skills—the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things and think innovately and “out of the box”

• Oral communication—the individual speaks clearly and persuasively in all situation and demonstrates the ability to communicate effectively with all levels of personnel

• Written Communication—the individual composes written work that is grammatically correct spelled appropriately, and without errors, understands and can present numerical data effectively and is able to read and interpret written information

• Planning/organizing—the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans

• Quality control—the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality

• Adaptability—the individual adapts to changes smoothly in a highly stressful and dynamic work environment, manages competing demands and is able to deal with frequent change, interruptions, delays or unexpected events. Must be able to multi-task effectively

• Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance

• Safety and security—the individual actively promotes and personally observes safety and security procedures, and uses equipment and materials properly

Requirements

• Pre-employment drug screen

• Background screen

• Reference checks

• Provide proper documentation to prove eligibility to work in the U.S.

• 20/20 Vision with correction

• Basic English reading, writing and mathematical skills

• Basic knowledge of company business

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee nor does it prescribe or restrict the tasks that may be assigned. In addition, the job duties and responsibilities described herein may be subject to change any time depending on the needs of the company.

Job Type: Full-time

Pay: $18.50/hr