Basic
Function of the Position:
The administrative assistant/storage coordinator is the first point of contact for Phillips Companies/Sibco Ltd. He/she will be responsible for the first impression and positive representation of our companies. This role will include answering any incoming calls and handling walk-in traffic. The representative will be responsible for various office duties, as required, including the storage procedures in entirety. This position requires significant collaboration with customers, employees, suppliers, and Phillips Companies’ managers.
A)
Line of Communication and Authority:
This person will report to the Office Manager and collaborate with all staff members.
B)
Skill Sets and Qualifications:
1.
Knowledge
in Microsoft Excel, Word & Outlook
2.
Strong
communication skills – Written and oral
3.
Self-motivated,
shows initiative, and can work independently
4.
Strong
customer service skills
5.
Ability
to present as a professional
6.
Ability
to maintain precise attention to detail
7.
Ability
to follow up with customers and co-workers in a timely manner
8.
Motivated
to learn/retain knowledge of multiple company specific systems and products for
Phillips Companies and Sibco Ltd.
9.
Operate
motor vehicle on storage properties when checking units/property issues
10.
Experience
with social media content/posting
11.
Flexibility
in day-to-day tasks
12. Cash handling, payment processing
C)
Specific Responsibilities of the Particular Role:
Day to Day Operations
1.
Answer
incoming calls and transfer to the appropriate department
2.
Handle
customer requests as required
3.
Entering
daily deposits into Great Plains for Sibco Ltd.
4.
Maintain
accounts payables and receivables in Great Plains for multiple entities
5.
Scan
and enter payables for Phillips Companies into DocLink
6.
Checking
voicemails and emails in personnel and office capacity, forwarding to
appropriate parties, when necessary
7. Providing customers with product pricing, as needed
Storage/Parking
Duties
1.
Perform
all responsibilities for storage operations, including sales, leases, software
functions, payment processing, collections, maintenance scheduling, facility
management, and customer communications
2.
Manage
security access systems, including customers, gates and cameras
3.
Run
reports monthly and as needed
4.
Perform
walk-throughs and check-outs for storage clients
5. Attend and contribute to monthly Sibco Ltd. meeting with President
Maintenance
1.
Schedule
maintenance on office copiers and printers
2.
Scheduling
and overseeing maintenance of Alpha offices and all storage buildings in
MaintainX
3.
Consistent
follow-up on completion of maintenance tasks
Communications
1.
Work
with other office staff and department managers on specific office supply needs
for their department
2.
Answering
phone calls
3.
Handling
walk-in traffic – all Sibco Ltd. Operations including outdoor, indoor,
self-storage, deluxe storage
4.
Written
communication through emails
5.
Update
outdoor Phillips LED sign, as needed
6.
Post
communication online and to departments related to business hour changes and
closures
7.
Weekly
Social media posts to include language and images on Facebook, Instagram, and
Linked In
Miscellaneous
1.
Order
and maintain inventory of all office supplies
2.
Order
and maintain inventory of safety supplies stored in Alpha Office
3.
Assist
in planning/preparation of company events, as needed
4.
Work
as a back-up for other office personnel
