Do you maintain the highest degree of company confidentiality? Do you effectively anticipate business office needs and contribute to a positive work culture? Do you have an eye for details and making sure the front office runs effectively? We have a real passion for the travel and tourism industry and think it’s pretty darn important to keep our carbon footprint as low as possible. As Front Office Administrative Assistant, you may play a pivotal role in daily operations and seamless customer service. Working with the Sales Team, Fleet Dispatch and Drivers to deliver excellence to all clients, the person in this position represents us with positivity and problem solving. The administrative assistant we hire will also be responsible for all customer charters having accurate information for their successful trip deployment and coordinates accurate communications between dispatch, drivers and clients.
Front Office Administrative Assistant
Other responsibilities include:
- Answering front office incoming calls and routing calls to appropriate personnel.
- Responsible for client touch point communication – 14 days prior to departure calls, 5 Day Call-Outs and the Thank You calls/cards at the end of chartered trips.
- Accurate weekly timesheet tracking and processing to the Payroll Department.
- Office organization, filing and cleaning; and assistance to Sales Team and Fleet Dispatch.
- Overseeing office and wash bay supplies coordination and reordering.
- Assist Administrative Staff and Sales Team with completion of the Sales Process, ensuring all is done accurately and complete every time.
- Providing period reporting information to the company president.
- Quotes and Confirmations processing, as needed.
Hours: M-F, 9:30am-6pm
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Professional development assistance
- Referral program
- Retirement plan
- Vision insurance
Pay: $18.00 – $20.00 per hour, dependent upon experience
Ability to commute/relocate:
- Portland, OR 97203: Reliably commute or planning to relocate before starting work (Required)
Education:
- High school or equivalent (Required)
Experience:
- Customer service: 1 year (Required)
Required Education, Experience & Skills:
- Ability to maintain the strictest confidence and diplomacy in and out of the office. No drama! You saw the movie Blind Side, right? We need you to have our blind side.
- High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
- You’re the face of a luxury organization, not a sandwich shop. Professional appearance and demeanor; ability to interact with people over the phone and in-person in a friendly, business-like manner.
- Must have a valid driver license and reliable transportation, as you will occasionally be required to run errands, pick up staff meeting lunch, etc.
- Bilingual in Spanish is a plus but not required.
- You love puzzles and figuring things out. Your friends know you as a get-er-done problem solver! You’ll often deal with moderately complex front desk issues and have to figure emergencies out on-the-fly.
- Some basic Human Resources generalist experience or formal education/training is a plus.
- Able to record and reconcile weekly timecards in Excel. You should have training or experience in performing payroll or accounting functions, working with Excel formulas, pivot tables, reports and other advanced functions.
- Attention to detail and basic math skills.
- Efficient and accurate data entry and tracking of tasks in process to completion.
- Highly organized; filing experience required.
- You’re more used to figuring out what needs to get done before your boss asks you to take care of something.
- Integrity-honest and ethical.
- You are cool under pressure. Your friends think you are the go-to person during times of crisis and they often wonder how you appear to do it so effortlessly.
- Can you know a secret and never repeat it? Yeah, strict confidentiality is a must on this job!
- Must have exceptional ability to communicate in a clear, business-like manner with both internal and external customers, verbally and in writing.
- Must have proficiency in Microsoft Office to include email communication, task reminders and calendaring in Outlook; writing business documents in Word; creating tracking documents and using templates in Excel; conducting on-line research through Internet Explorer.
- Must have the ability to anticipate and resolve conflicts with schedules and/or priorities.
- Post-Offer, Pre-Hire Requirements: Criminal background check.
- Drug test, including for marijuana.