Business Services/Receptionist / Birmingham

Overview

The Business Services person is the first point of contact for employees, clients, and visitors, ensuring a professional and welcoming office environment. This role provides administrative support, assists in event planning, and serves as the backup for the Office Manager. This role is dynamic and may evolve to meet the agency’s needs. Business Services may be asked to assist with projects outside of their typical responsibilities, support other office locations, and help ensure all events and operational needs are covered.

This person is proactive, organized, and people-oriented, demonstrating a commitment to enhancing the overall work environment. By successfully handling a diverse range of responsibilities, Business Services contributes to the agency's success by fostering a positive culture and maintaining a productive workplace.

This is a full-time, in-office position that requires a daily presence at our Birmingham office.

• Reports to: Office Manager

Qualifications

• 1-3 years of administrative, reception, or office support experience
• Genuine enthusiasm for fostering a positive and vibrant company culture that enhances employee engagement and satisfaction
  
• A proactive and positive attitude with a strong sense of ownership and accountability
  
• Strong communication and interpersonal skills
  
• Highly organized with attention to detail
  
• Ability to multitask and assist with event planning
  
• Proficiency in Microsoft Office, Google Suite, and Keynote a plus
  
• Ability to maintain confidentiality and handle sensitive information appropriately

Responsibilities

This job description will provide you with guidelines for understanding your responsibilities. These guidelines may change to meet the specific business needs of the Agency.

Overall

• Equip/promote people to do their best work and have a mindset and willingness to do whatever is needed.

• Work hard and play hard. Nurture our genuine culture. Support Office Manager in offering opportunities that help employees feel they work at America’s most admired and sought-after workplace (Eat Something Great monthly luncheons, milestone anniversaries, holiday celebrations, and other special events).

• Minimize confusion and redundancy. Continuously look for better ways to do something great. Identify areas for improvement and develop strategies to increase efficiency and productivity.

• Use resources wisely. Protect Lewis’ investment in our people by effectively managing the recreational budget with the Office Manager.

Reception & Administrative Support

• Guest Relations: Greet and welcome guests, directing them to the appropriate person or meeting. Greet Door Dash, etc., and message respective team member. Manage the reservation and setup of meeting rooms as required.

• Phone Management: Answer incoming calls for all three offices and direct them to the appropriate team members. If the phone is unavailable, take messages and forward them to the respective team members

• Maintain a clean and organized front desk and office area.

• Mail Distribution: Handle incoming and outgoing mail efficiently, ensuring timely delivery to appropriate parties.

• Errands & Deliveries: Complete necessary errands, deliveries, and pickups (UPS, store pickups, Enterprise Rental, etc.) to support agency operations.

• Schedule candidate interviews as needed.

• Supplies Management: Work with Office Manager to order, maintain, and stock supplies

• Travel arrangements: Reserve rental cars and hotel accommodations, ensuring paperwork is completed and information is forwarded to the team.

• Submit expense reports on behalf of the Birmingham leadership team as needed.

• Assist Office Manager in planning and executing company events by handling logistics, communication, and setup.

• Coordinate RSVPs, vendor arrangements, and event materials.

• Actively participate in engagement initiatives that support an inclusive, positive workplace, stepping in as needed to help team members or coordinate events across offices.

• Work with Office Manager to ensure the safety and security of the property, including monitoring security systems and managing access control.

• Assist in overseeing facility operations, ensuring office safety and functionality.

• Support vendor coordination and facility maintenance requests.

• Step in for Office Manager during absences, ensuring seamless office operations.

• Train on key Office Manager duties to provide coverage when needed.

• Support or travel to other offices when needed.

• Step in for Business Services during absences, ensuring seamless office operations.

• Train on key Business Services duties to provide coverage when needed.

Success Factors

• Strong Communication Skills: Business Services must possess excellent written and verbal communication skills for clear and efficient communication

• Enthusiasm and People-Oriented Mindset: Success in this role requires genuine enthusiasm for nurturing a positive and vibrant company culture. The individual should lead by example, be responsive and attentive to the team’s needs, be helpful at all times, and go above and beyond to enhance overall team morale.

• Organizational and Time Management: It is crucial to manage multiple responsibilities effectively and independently in a dynamic work environment. Strong organizational and time management skills will enable the individual to handle office operations, employee engagement initiatives, and various administrative tasks efficiently, adding more value to everything accomplished.

• Problem-Solving Skills: Being resourceful and proactive in addressing office-related issues, employee concerns, and culture development challenges will contribute to success in this multifaceted role.

• Collaboration and Teamwork: Business Services will work with various teams, including Admin, HR, IT, and Accounting. Collaborative skills are essential for effective communication and coordination across departments.

This is an exciting opportunity to join our dynamic team and play a key role in keeping our office running smoothly. Apply today to be considered for this position!

At Lewis, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but your past experience aligns differently with some qualifications in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.