Experienced Administrative Support Specialist – Data Entry, Customer Service, and Financial Operations

Welcome to arenaflex

arenaflex is a dynamic and innovative organization that values excellence, teamwork, and customer satisfaction. We are seeking a highly skilled and versatile Administrative Support Specialist to join our team. As a key member of our administrative staff, you will play a vital role in ensuring the smooth operation of our daily activities, providing exceptional customer service, and maintaining the accuracy and integrity of our financial records.

Job Overview

In this exciting and challenging role, you will be responsible for a wide range of administrative tasks, including data entry, customer service, financial operations, and general office support. Your primary focus will be on providing exceptional support to our team, ensuring seamless communication with our customers, and maintaining accurate and up-to-date financial records. If you are a highly organized, detail-oriented, and customer-focused individual with excellent communication and interpersonal skills, we encourage you to apply for this fantastic opportunity.

Key Responsibilities

• Write and distribute emails, correspondence memos, letters, faxes, and forms to ensure effective communication with our customers, vendors, and internal stakeholders.
• Maintain accurate and up-to-date inventory records for office supplies, research new deals and suppliers, and ensure timely ordering and replenishment of essential materials.
• Submit and reconcile credit card expense reports, ensuring accuracy and compliance with our financial policies and procedures.
• Enter and reconcile financial transactions, including accounts receivable and payable, into our QuickBooks system, ensuring accuracy and timeliness.
• Maintain a list of outstanding accounts, submit to senior managers, and follow up on payments to ensure prompt settlement of accounts.
• Enter all catering transactions into QuickBooks, track and maintain tip pool logs and disbursements, and ensure accurate and timely processing of credit memos from vendors.
• Reconcile daily sales, handle cash handling, and maintain accurate records of all financial transactions.
• Provide exceptional customer service, responding to customer inquiries, resolving issues, and ensuring customer satisfaction.
• Assist with take-out orders, catering calls, and restaurant operations as needed, ensuring seamless delivery of our services.
• Assist the catering desk and controller as needed, providing administrative support and ensuring the smooth operation of our catering and financial operations.
• Maintain confidentiality and handle sensitive information with discretion, adhering to our data protection and confidentiality policies.

Essential Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree in business administration, finance, or a related field preferred.
• Minimum 2 years of experience in administrative support, data entry, customer service, or a related field.
• Excellent communication, interpersonal, and customer service skills, with the ability to work effectively with diverse stakeholders.
• Proficient in Microsoft Office, including Word, Excel, and Outlook, with experience in QuickBooks or similar accounting software.
• Strong organizational, time management, and problem-solving skills, with the ability to prioritize tasks and meet deadlines.
• Ability to work in a fast-paced environment, with a high level of accuracy and attention to detail.

Preferred Qualifications

• Experience in financial operations, accounting, or bookkeeping, with knowledge of accounts receivable, accounts payable, and general ledger maintenance.
• Familiarity with catering operations, restaurant management, or hospitality industry, with knowledge of food safety and handling procedures.
• Certification in administrative assistance, customer service, or a related field, with ongoing professional development and training.
• Bi-lingual or multi-lingual skills, with the ability to communicate effectively with diverse customers and stakeholders.
• Experience with inventory management, supply chain management, or procurement, with knowledge of purchasing procedures and protocols.

Skills and Competencies

• Communication skills: excellent verbal and written communication skills, with the ability to communicate effectively with diverse stakeholders.
• Customer service skills: exceptional customer service skills, with the ability to respond to customer inquiries, resolve issues, and ensure customer satisfaction.
• Organizational skills: strong organizational, time management, and problem-solving skills, with the ability to prioritize tasks and meet deadlines.
• Technical skills: proficient in Microsoft Office, including Word, Excel, and Outlook, with experience in QuickBooks or similar accounting software.
• Adaptability: ability to work in a fast-paced environment, with a high level of accuracy and attention to detail, and adapt to changing priorities and deadlines.

Career Growth and Learning Benefits

At arenaflex, we are committed to the growth and development of our employees. As an Administrative Support Specialist, you will have access to ongoing training and professional development opportunities, including:

• On-the-job training and mentorship, with experienced colleagues and supervisors.
• Formal training programs, including administrative assistance, customer service, and financial operations.
• Opportunities for career advancement, including promotions, transfers, and lateral moves.
• Professional certification and licensure, with reimbursement for courses and exams.
• Networking opportunities, including industry conferences, seminars, and workshops.

Work Environment and Company Culture

arenaflex is a dynamic and innovative organization that values excellence, teamwork, and customer satisfaction. Our work environment is fast-paced, yet supportive, with a strong focus on collaboration, communication, and mutual respect. As an Administrative Support Specialist, you will be part of a diverse and inclusive team, with opportunities to contribute to our mission and values.

Our company culture is built on the following principles:

• Respect: we value and respect our employees, customers, and stakeholders, with a commitment to diversity, equity, and inclusion.
• Integrity: we operate with integrity, transparency, and accountability, with a strong focus on ethics and compliance.
• Excellence: we strive for excellence in everything we do, with a commitment to quality, innovation, and continuous improvement.
• Teamwork: we work together as a team, with a strong focus on collaboration, communication, and mutual support.

Compensation, Perks, and Benefits

arenaflex offers a competitive compensation package, including:

• Hourly rate: $19.50 - $20.00 per hour, depending on experience and qualifications.
• Benefits: comprehensive benefits package, including medical, dental, vision, and life insurance, with eligibility for benefits after a specified period of employment.
• Paid time off: generous paid time off, including vacation, sick leave, and holidays, with accrual of paid time off based on length of service.
• Retirement plan: 401(k) or similar retirement plan, with employer matching contributions, to help you plan for your future.
• Professional development: opportunities for ongoing training, certification, and professional development, with reimbursement for courses and exams.

Conclusion

If you are a highly motivated, organized, and customer-focused individual, with excellent communication and interpersonal skills, we encourage you to apply for this exciting opportunity. As an Administrative Support Specialist at arenaflex, you will be part of a dynamic and innovative team, with opportunities for career growth, learning, and development. Don't miss this chance to join our team and contribute to our mission and values. Apply now and take the first step towards a rewarding and challenging career with arenaflex!