Job Overview

The Office Assistant will maintain a secure and well-functioning office environment by providing customer service and front office support, as well as assisting with facilities and security maintenance.

Responsibilities

Reception

• Greets visitors, contacts office staff or directs visitor to office or meeting location
• Answers incoming calls, respond to questions, takes messages or transfers caller to appropriate person
• Receives, sorts and distributes incoming mail; maintains office postage meter
• Coordinates the pickup and delivery of package and express mail services (UPS, FedEx, etc.), as well as special mailings including USPS certified mail

Front Office Support

• Prepares and processes donation requests and CRA donation forms, and coordinates related activity, including submitting communications requests, inviting attendees, and tracking details
• Prepares and processes invoices and expense reimbursements, and submits to Accounts Payable
• Maintains supplies by checking stock to determine inventory levels, anticipates requirements, places orders, runs errands if needed, and ensures organization and accessibility of supply closet and copy room
• Assists with travel arrangements for staff and visitors, including conference registration and lodging
• Cross trains with Executive Assistants to provide coverage as necessary, assisting with special projects and events

Meeting Coordination

• Serves as primary point of contact for scheduling conference rooms and related equipment/technology
• Serves as primary point of contact for accessing and utilizing video conference and teleconference resources
• Assists with preparations and on-site support for special recurring meetings and orientations
• Orders meals for meetings and groups as directed

Facilities Maintenance

• Coordinates with Corporate Facilities Liaison and Director of Risk and Security to provide local support of facilities & security needs, and ensure compliance with health and safety regulations
• Coordinates with HR and Supervisors as needed to assist with building and office needs of new employees
• Maintains tidiness of common areas, including kitchens, break room, conference rooms and lobby area
• Oversees basic maintenance of equipment in common areas, performs regular inspections to identify needed repairs and renovations, responds to any observed or reported maintenance or facilities concerns

Vendor Relations

• Maintains relationship with office vendors and contractors, including cleaning services
• Assists Corporate Facilities Liaison to coordinate with landlord for repairs and maintenance, and to arrange regular maintenance of equipment and internal systems (e.g. HVAC, alarms, security cameras) as needed
• Maintains server room access log
• Performs other related duties as assigned

Education and Experience

• High School diploma or equivalent
• Background in customer service and facilities maintenance

Knowledge, Skills, and Abilities

• Service and solution oriented
• Strong customer relations skills and effective verbal communication skills
• Ability to anticipate problems and use sound judgment and resourcefulness
• Ability to prioritize workload and competing demands
• Ability to maintain confidential information
• Ability to use complex machines, equipment and phone system
• Must have good command of Microsoft Office tools
• Ability to operate a motor vehicle and maintain a valid driver’s license
• Ability to interpret a variety of instructions furnished in oral, written or diagram format

Preferred Qualifications

• Experience with facilities maintenance and building operations
• Experience with office technology and equipment

Physical Demands & Work Environment

While performing the duties of this job, the individual is:

• Regularly required to sit, talk, and hear; reach with hands and arms
• Occasionally stand and walk; stoop, kneel, or crouch.
• May be required to lift or move up to 20 pounds occasionally
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The pay range for this position begins at $15.00 per hour. Pay offered is dependent on applicant’s relevant experience. Our comprehensive compensation includes salary, benefits, and an annual bonus.

What we offer our employees:

A positive impact on Your Future:

• 401(k)/Roth plan with immediate eligibility and employer match up to 6%
• Employee stock ownership plan
• 1% employee home loan
• Credit and housing counseling as well as free financial education tools available to customers and employees

Benefits to improve your health:

• No deductible medical insurance plan
• Dental and vision insurance
• Employer paid life and long-term disability insurance
• Flexible Spending Accounts

The opportunity to nurture your well-being:

• Paid holidays for full-time staff
• Bonus plan for all full-time staff
• Opportunity for merit raises
• Employee reward and recognition programs
• Community service opportunities

Southern is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, sexual orientation, gender identity, gender expression, status as a protected veteran, among other things, or status as a qualified individual with disability.

As a Community Development Financial Institution, Southern Bancorp desires for its workforce to reflect the diversity of the customers and communities that we serve. Racial and ethnic minorities, people from working class backgrounds, women and LGBTQ people are often underrepresented in many financial service industry professions. Therefore, we strongly encourage applications from people with these identities or who are members of other marginalized communities.