This position will be in the Huntsville Office with expectation to travel to Atlanta

JOB DESCRIPTION OVERVIEW:

This position provides needed operational support for the daily maintenance and operations of the D&Y office locations, by maintaining office systems and equipment and coordinating needed facility services. Provides administrative support to the Executive Management team of the company and for associate personnel. The primary responsibilities of this job require the associate to work in the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Oversee day-to-day operational needs of company office locations requisitioning needed services and supplies for safe and efficient operations. Negotiate and procure any needed services for maintenance and operation of company locations in a timely and effective manner.
• Primary operator to answer incoming business calls on company switchboard and transfer as needed.
• Distribution of mail and overnight packages to include pick-up sorting, delivery, and scanning. Check legacy fax daily (digital through Outlook all folder D&Y).
• Oversee the daily maintenance of office equipment. This includes refilling paper and toner in the copiers and laser printers; assisting in small repairs such as paper jams; reports all major repairs to the appropriate vendors; records meter readings for the copiers; and maintains an inventory of related supplies for each piece of equipment, including maintaining toner and cartridge inventory and the recycling of toner cartridges, as necessary.
• Maintenance, ordering, and distribution of supplies and equipment to include travel to local companies for off-site/store buying and pick-up of supplies and equipment as needed.
• Maintenance of planning and scheduling of office rooms and cubicles.
• Management of new associate assimilation to include facilities and supplies. Prepare office supply starter kits as needed by position. Set-up FedEx and UPS accounts.
• Administration of corporate travel rewards programs.
• Travel to D&Y Atlanta Office monthly, or less frequently as determined by management, to assist with the set-up and maintenance of the office, equipment, and supplies.
• Maintenance of vendor database in OneNote – contracts, information, contacts, etc. Upkeep of vendor lists with passwords as well as vendor management to include HSV office cleaning services, equipment repair, office property managers (ATL & HSV), office maintenance and repair, security, after hours call service, recycling, and FedEx account.
• Maintenance and distribution of office internal door and equipment keys.
• Match office expense vendor and service records to received invoices and upload to Catalyst in a timely manner. Approve and code, then forward to Accounting Manager for final approval.
• Make needed travel arrangements for company personnel as requested by management.
• Complete expense reports for management personnel as requested.
• Places floral, gift, and other specialized vendor orders as directed by management.
• Coordinate pickup by vendor of used paper materials for recycling and accompany and monitor paper recycling vendor during service stops at Huntsville office.
• Maintain and order inventory as needed of D&Y branded paper materials and UPS/FedEx mailing supplies.
• Perform general manual labor tasks, including loading, unloading, lifting, and moving materials, furnishings, and trash.
• Perform basic janitorial duties for the office inclusive of daily cleaning of coffee pots and other items in break room area.
• Function as a liaison between Executive Management, Property Manager, and Cleaning Contractor for maintenance and cleaning of building/facilities.
• Assist with the setup and cleanup of company sponsored events/functions, including purchase and pick-up of supplies and food.
• Perform data entry of information into company database as directed.
• Perform other duties as needed.