Full-Time Administrative & IT Assistant
Job Description
Position Overview:
The Front Desk/IT Assistant is a key member of the Fair Trade USA administrative teams, being both a part of the Front Desk Staff and the Tech Team. Working at the Front Desk, s/he supports greeting guests at the Oakland headquarters as well as assisting in fielding phone calls from the international Fair Trade community and consumers. Reporting to and working closely with the Office Manager, the Front Desk/IT Assistant completes clerical projects to assist with building administrative systems as Fair Trade USA grows. The Front Desk staff naturally becomes a hub of information within the organization, and as such s/he contributes to the success of all Fair Trade USA’s departments. Additionally, the Front Desk/IT Assistant supports the Tech team with internal AV support, training for desktops, laptops, conference room equipment, servers, Wi-Fi, and software utilized by Fair Trade USA employees.
Primary Duties & Responsibilities (Front Desk):
· The hours of this position are consistently 9:00 AM – 5:30PM, M-F
· Serve as back up to the Front Desk on the following tasks:
o Telephone – Receive, answer, or redirect incoming phone calls
o Guests – Welcome office visitors; Notify staff host; Communicate with guests regarding delays
o Deliveries – Receive packages and other shipments; Verify shipment manifest when appropriate; Notify internal recipients
o Mailings – Apply postage to out-bound mail; Prepare FedEx and USPS forms for shipments; unsubscribing junk mail for the office
· Conference room and common area walk-throughs – Shutting restocking supplies, tidying, resetting shared spaces each day
· General Administrative tasks as assigned by the Office Manager
· Maintain and enhance a guest focused culture in all areas of responsibility
Secondary Duties & Responsibilities (Front Desk):
· Serve as back up to the Front Desk on the following tasks:
o Replying to General emails from the public, as needed.
o Guest arrival and conference room calendars support, as needed.
Primary Duties & Responsibilities (IT):
· Provide day to day internal AV support for FTUSA & GWS staff to include installing and troubleshooting all hardware onsite and being available to trouble-shoot as necessary.
· Assist in onboarding/offboarding trainings for FTUSA and GWS staff to include essential software, databases, network, and security procedures (such as: Outlook, Slack, Zoom, TaskRay for Salesforce, Box, etc.)
· Serve as a point of contact for internal staff; providing answers to questions and escalating issues as necessary
· Review and act on internal Salesforce help center tickets for both Admin and IT
· Maintain all office computer equipment inventories
Qualifications:
· High School Diploma or Equivalent
· Previous professional experience in a similar customer service and IT support capacity.
· Extensive computer software skills (MS Outlook, Word, Excel, & PowerPoint) and hardware computer skills (setting up PCs and MACs, meeting support equipment such as projectors, intercoms, speakers, etc.), required.
· Knowledge and experience with various Windows Operating Systems (Microsoft certifications desirable).
· 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
· An eager attitude to assist internal staff with patient tech and admin support and help external guests feel welcome
· The ability to quickly learn new desktop and cloud-based platforms as well as hardware configurations and procedures
· Ability to lift approximately 15-20 lbs.
· Salesforce or other CRM skills a plus
· Experience with conference room hardware (e.g projectors, intercoms, speakers, microphones, etc) and related software (e.g. Zoom) a plus