Dispatcher / Office Assistant

We are seeking a Dispatcher / Office Assistant join our team! You will perform clerical and administrative functions in order to drive company success. Ideal candidate will be self\-motivated, eager to grow and help us grow as a company. Responsibilities include,

*Reception*

• Primary person to handle all incoming calls. Determine where to direct calls, use of phone system, take detailed and accurate messages.

*Dispatch*

• Assist Lead Dispatcher to take dispatch calls, match qualified inspectors and communicate with clients.
• Must be flexible and cover for Lead Dispatcher while on vacation or while out sick. This would include mandatory overtime.

*Customer Support.*

• Assist clients who need to access our online reporting system and help them obtain copies of reports in the system.
• Assist project managers with job setups.

*Filing/Photocopying/Scanning/Faxing.*

• Making photocopies, scanning, faxing as\-needed.
• Prepare and post documents/reports for web\-hosting.
• Data entry of contacts into GreenBox database.
• Archival scanning of closed project or accounting files.
• Schedule shred box pickup as\-needed.

*Mailing/Deliveries*.

• Make sure all outgoing mail is properly stamped and ready for pickup.
• Prepare outgoing UPS/FedEx shipments by company driver or deliver packages to carrier location as needed.
• Open and distribute all incoming mail and packages.
• Keep a log of checks received.

*Miscellaneous.*

• Unlock front doors/gate upon arrival. If last in office make sure all doors/gates are secure and alarms set.
• Responsible for equipment inventory, scheduling maintenance for office equipment (e.g. copier, printers, postage machine, binder).
• Make sure main office printers are fully stocked each morning.
• Assist with general office tidiness and organization.
• Keep storage areas clean and organized (copy room, PPE supplies, supply room next to kitchen).
• Responsible for making sure conference rooms are clean and setup prior to and after meetings.
• Update sign\-in/out board and vacation calendar.
• Processing daily and weekly reports in GreenBox.
• Process GreenBox Post Office on Friday each week.
• Upload documents to client websites.
• Update certification expiration dates for inspectors (send out reminders)
• Assist inspectors with importing report attachments.
• Errands to post office, purchase coffee/supplies, etc… as needed.
• Additional tasks as assigned by Office Manager.
• Beginning and end of day kitchen cleanup (empty/load dishwasher, wipe down counters, sanitize common areas)
• Update and clean office/lab first aid kits monthly (check inventory and expiration dates).

*Required Skills*

• Previous experience in office administration or other related fields
• Highly motivated to provide great customer service
• Detail\-orientated with ability to prioritize and multitask
• Willing to assist others when necessary without being asked to do so \- team player
• Sense of urgency and ability to meet deadlines \- action oriented
• High level of flexibility to meet the ever\-changing demands of a fast\-paced work environment
• Familiar with MS Excel, MS Word and Adobe. Candidate will be trained on use our proprietary software, GreenBox.

Full Time (hours 6:30AM to 3:00 PM) with occasional overtime required.

Benefits:

\-Medical and Dental (company pay 70% for employee) and a VSP plan is available.

\-Holiday, sick and vacation pay

\-Section 125 cafeteria plan

\-401K retirement plan

Inspection Services, Inc. is a materials engineering firm dedicated to construction inspection and materials testing. www.inspectionservices.net

Job Type: Full\-time

Pay: $24\.00 \- $28\.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person