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NANA · 2 days ago

NANA Administrative Office Assistant- Shareholder Records (Onsite)

United States

Full-time

Onsite

Entry Level

2+ years exp

NANA is a company seeking an Administrative Office Assistant to provide exemplary customer service and administrative support. The role involves greeting visitors, answering calls, maintaining confidentiality, and assisting various departments, particularly with shareholder relations and records management.

Mining

Responsibilities

Reports to work as scheduled and is punctual and reliable

Answers phone and directs calls or transmits messages as required

Assists callers in contacting the proper person or area of inquiry, this involves appropriately screening the visitor and detailed notification to the correct department of the visitors’ information and reason for the visit

Greets visitors to the office and follows established security protocol. Assists shareholders, visitors, applicants, new hires, employees and the public in making contact with the proper person or area within the building or companywide. This involves appropriate screening of the visitor and detailed notification to the correct department of the visitor’s information and the reason for the visit

Notifies supervisor and VP/COO of all process servings

Sort and process incoming and outgoing mail, including preparing items for shipment

Manages conference room schedule and assists employees in locating conference rooms within NANA

Facilitates the approval of meeting room requests for outside entries. Reviews building protocols including reviewing evacuation procedures with the host

Operates and maintains a variety of general office machines or equipment such as copiers, fax machines, etc

Maintains the cleanliness of conference rooms, mail room, coffee area or kitchen and shared work areas

Follows up on facility maintenance and support issues

Works with others on following safety rules

Works with the Director of Safety and Facilities to address safety issues, conduct fire drills and following evacuation procedures

Familiar with building layout and security protocols. Instructs visitors to sign-in/sign-out the log as appropriate

Ensures only authorized individuals gain entrance to internal offices

Participate in the building evacuation process, including maintaining check off lists and muster locations

In coordination with your supervisor and the Director of Safety and Facilities, monitors door, security alarms, emergency exits, emergency calls including ensuring properly locking or unlocking the entrance during work hours

Performs general office duties including general written or electronic correspondence

Maintains office assignment listing and provides updates to the Director of Facilities & Safety and others as needed

Manages storage archives for retention, protection, retrieval, transfer, and disposal of records

Provides notary services as needed

Creates binders and packets for meetings

Works with the senior executive assistant to maintain the cleanliness of the President and VP/COO office, including stocking office with office and meeting supplies

Manages incoming requests for purchases. Uses internet resources to manage purchasing and shipping costs. Cross-trains others on utilizing existing resources

Purchases basic office supplies for the office, then processes invoices by coding and obtaining approval for purchases

Manages the pickup and delivery of packages as needed

Maintains office efficiency by overseeing maintenance, upkeep of equipment and supplies

Assigns workspace to incoming visitors and staff

Selects and trains on-call support staff. Schedules and assign and follows up on work results

Contributes to team effort by accomplishing related results as needed

Maintains a friendly and professional relationship with staff and others

Operates in a climate of confidentiality requiring discretion

Supports the IT department by assisting IT with resolution of work requests

May assist users by sending support request to nrc-it@nana.com and notifies the IT Director of urgent requests

Follows up as needed to ensure completion

Support the HR department by assisting with HR related inquires made of Recruiting, Onboarding, Benefits, and Employee Relations. This involves assistance including but not limited to

Provide appropriate forms

Processes verification of paperwork to ensure all relevant information has been completed

Pre-employment UA screening may be conducted as needed. Being discreet is essential

Screen new hires to ensure they have proper I-9 documentation prior to notifying onboarding; this may require instructing new hires of appropriate documents as needed

Refers inquiries for employment to the NANA website; assist new hires with password resets and applying for jobs on applicant computers

Completes report on shareholder related tasks

Assist Shareholders with all Shareholder Records forms and make copies of documents needed for the forms

Assist shareholders over the phone with, and process change of address forms, shareholder verification, SH NANA card, and dividend confirmation requests, in Granite

Correspond and print emails and documents received from shareholder records e-mail records@nana.com

Screen and transfer calls to appropriate SHR Employee

Open and sort Shareholder Records Mail

Other Duties as Assigned

Assists with special projects and/or over flow work as assigned

May be assigned to code incoming invoices for other departments and provide support in scanning documents electronically

Qualification

Customer ServiceMicrosoft SuiteClerical ExperienceOffice ManagementInterpersonal SkillsOral CommunicationWritten CommunicationBasic IT SupportProblem SolvingOrganizational SkillsAttention to DetailTime ManagementConfidentiality