Position Overview:
The Front Office Administrator is the first point of contact for many Fair Trade USA's stakeholders and consumers of Fair Trade Certified products. S/he fields and responds to phone calls and emails an international community and regarding a wide variety of issues related to Fair Trade's mission. The Administrator is the organization's first greeter at its Oakland headquarters, as well as being a key member of the administrative support team. Reporting to and working closely with the Office Manager, the Administrator completes clerical projects and organizes hospitality services for special events. The Administrator naturally becomes a hub of information within the organization, and as such s/he contributes to the success of Fair Trade USA's departments. The front office administrator will also provide support for the certification department approximately 50 % of the time.
Primary Duties & Responsibilities:
Front Desk
• Officially open the office daily at 9:00 AM, M-F
• Telephone -- Receive, answer, or redirect all incoming phone calls; Process voicemail messages; Record general voicemail greetings and office information
• Building Access -- Using the building intercom system, identify visitors to the office and provide entry by remote control of the front door;
• Guests -- Welcome office visitors; Notify staff host; Communicate with guests regarding delays
• Deliveries -- Receive packages and other shipments; Verify shipment manifest when appropriate; Notify internal recipients;
• Emails -- Read, filter and respond to all messages sent to Fair Trade USA's info@ email account;
• Mailings - Apply postage to out-bound mail; Prepare FedEx forms for shipments; Execute Certification mailings; Process Certification sticker requests
Certification Support:
• Maintain records and process status updates (input data)
• Support TARA Reporting, including;
• Fielding initial calls about reporting, resetting passwords and answering commonly-asked questions
• Provide consistent customer service in all responses
• Train on TARA Reporting and, over time, duties will expand.
Additional Duties & Responsibilities:
• Collect and distribute in-bound faxes and mail to central mailboxes for staff;
• Retrieve checks from in-bound mail and apply 'received' stamp for Finance;
• Provide general administrative support to include Certification on a need by need basis.
Qualifications:
• High School Diploma or Equivalent
• Previous professional experience in a similar receptionist capacity
• Command of fundamental clerical and computer skills (MS Office: Excel, Word and Outlook)
• Organizational skills and an affinity for keeping things in a logical, systemized manner
• Good interpersonal and customer service skills (courteous, professional, and helpful) are critical
• Ability as an attentive listener to ask clarifying questions and relay information accurately others
• Highly dependable and punctual to open the office on weekday mornings
• Ability to lift approximately 15-20 lbs.
• Spanish language ability, Saleforce or other CRM skills a plus
FOR MORE INFORMATION AND TO APPLY:
Visit us at
http://www.fairtradeusa.org/about-fair-trade-usa/careers
Fair Trade USA values diversity. All qualified candidates are encouraged to apply!
- Compensation: Full time position with full benefits package
- This is at a non-profit organization.
- Principals only. Recruiters, please don't contact this job poster.
- Please, no phone calls about this job!
- Please do not contact job poster about other services, products or commercial interests.