Shire Jobs

TOTE Maritime Alaska, the leader in safe and reliable service to Alaska, is seeking an Administrative Assistant/Receptionist to join the team at our Downtown Tacoma office. 

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In this position you will:

be responsible for serving customers, visitors, and employees alike by delivering exceptional customer service by supporting office operations and front desk activities.  Answering multi-line telephone system, directing callers to appropriate personnel; greets everyone with a positive and helpful attitude.   Directs guests, ordering supplies, organizes conference rooms, mailroom, and support.

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Main Duties and Responsibilities Include:

• Maintains office safety by following security procedures, monitoring logbook, and issuing badges for visitors.   Validates visitors are authorized before they gain entry to the TOTE Group floors.
• Validate visitor parking and disbursement of quarterly parking passes.
• Coordination with building management on maintenance service requests.
• Maintains professional appearance of the conference rooms, training rooms and kitchen by tidying areas as necessary and reporting maintenance concerns. 
• Provides support for meetings by maintaining conference room calendars, assisting with scheduling along with ordering, receiving setting up and removing food for meetings.
• Daily maintenance and filling of copiers, coffee machines and dishwashers.
• Reviews and codes HR & IT invoices in a timely manner. 
• Creates purchase order requisitions for IT (non-hardware related).
• Answers questions about organization and provides callers with addresses, directions, and other information.
• Order and maintain complete stock of all office supplies/office snacks and accuracy of inventory.
• Sort mail, take outgoing downstairs, pickup company mail from downstairs mailbox. 
• Address, package, and stamp USPS correspondence and create labels for FedEx & UPS.
• Responsible for issuing new employee badges, parking passes, and taking new employee photos, provides locations for office supplies.
• Assists and supports departments and colleagues.

• Other duties as assigned.

   

The ideal candidate will have:

*   Qualifications (Education, Experience and Certifications):*

• High School Diploma or GED required.   
• Computer literate, with the ability to utilize standard software applications and be proficient in Windows and MS Office Suite (Outlook, Word, PowerPoint, and Excel).
• One year office/receptionist experience preferred.

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*    KNOWLEDGE, SKILLS, & ABILITIES:*

• Friendly with an eagerness to support the organization.
• Ability to professionally operate a multi-line telephone system.
• Excellent verbal and written communication skills.
• Good organizational skills.
• Must be a team player. 
• Good customer service skills.

• Computer literate, with the ability to utilize standard software applications and be proficient in Windows and MS Office Suite (Outlook, Word, PowerPoint, and Excel).

   

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Why TOTE?

The TOTE Group are industry leaders in full ship services and technical solutions with maritime operations and terminal services. Our purpose is to deliver reliable and outstanding service to our customers and to the communities we serve. 

TOTE Group is committed to being reliable, resourceful, and adaptable in all that we do. TOTE Group knows excellent comp