Office Administrator

Summary
Job Title: Office Administrator
Department: Administration
Reports to: Controller
Location: Detroit Lakes, MN
Summary The primary role of this position is to provide outstanding customer service at the front desk by operating a multi-line telephone system and assure our dealer /homeowner network is completely satisfied with Company products in accordance with contract terms or warranties.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greets and interacts with individuals entering the establishment, determines the nature and purpose of visit and directs them to the proper person or office or answers questions and provides information.
• Answers all incoming calls and transfers calls to appropriate personnel or department.
• Receives daily messages from front desk voice mail and delivers messages and/or forwards calls to appropriate personnel or department.
• Collects AM mail at post office daily.
• Opens, sorts, dates, and distributes incoming mail daily.
• Prepares outgoing mail and delivers to post office at end of each workday.
• Date stamps material invoices and routes to appropriate department.
• Matches purchase order invoices for accounting.
• Maintains files for purchase orders, records received materials & distributes purchase order copies to proper departments.
• Maintains builder listings and distributes updates to personnel as information changes.
• Orders office supplies and paper products for restroom, conference rooms and employee lounge and other supplies as requested.
• Maintains and operates photocopier, postage meter and fax machine. Calls for service on copier, phone and fax machine when necessary.
• Distributes employment applications relative to employment openings and prepares and mails application acknowledgements.
• Maintains itinerary of office personnel for days off on appointment calendar.
• Maintains reception area for cleanliness and neatness.
• Monitors visitor access including factory visitor sign-in.
• Retrieves mail accumulated in Builder mailboxes and mails out weekly.
• Creates and prints fax cover sheets, memos, correspondence, reports, and other documents as requested.
• Files paid invoices for Accounts Payable.

• Keys data entry of inventory during inventory season.
• Receives customer payments in Purchasing Agents absence.
• Serves as Company Notary.
• Creates and updates house deliver sheets for Transportation.

• Maintains a favorable working relationship with all employees to promote a cooperative and harmonious working environment in order to facilitate positive employee morale, productivity, and continued improvement.
• Conforms with safety rules and uses all appropriate safety equipment.
• Performs other related duties as assigned.

Competencies

1. Leadership.
2. Teamwork Orientation.
3. Technical Capacity.
4. Communication Proficiency.
5. Initiative.
6. Decision Making.
7. Customer/Client Focus.

Supervisory Responsibility
This job has no supervisory responsibilities
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required for this job include close vision and color vision.
Position Type/Expected Hours of Work
This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m. Evening work may be required as job duties demand.
Travel
Travel is not primarily expected in this role.
Education
One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience. Minimum one year customer service experience.
Additional Eligibility Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Reasoning Ability: Ability to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Computer Skills: To perform this job successfully, an individual should have knowledge of word processing, spreadsheet, data base and Internet software.
• Certificates, Licenses, Registrations: Public Notary Certification.
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to sit. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required for this job include close vision and color vision.
AAP/EEO Statement
Dynamic Homes, LLC. is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.