Business Support Specialist

Business Support Specialist

The Business Support Specialist is a dynamic, multi-functional role that blends front desk responsibilities with administrative, operational, and cross-departmental support. Under general supervision, perform a variety of business support activities for the location being supported, typically of an administrative nature. Duties may include preparing, editing, or distributing correspondence; tracking, filing, collecting, summarizing, or organizing information; performing data entry and processing of information; running or producing reports; assisting with basic accounting or bookkeeping activities, assisting with records retention; and completing special projects. Respond to the needs of internal and / or external customer requests or questions. Will provide backup support to other administrative positions. This position also serves as the first point of contact for visitors and callers, helping maintain an organized, efficient, and professional workplace while supporting business operations in areas such as Communications, HR, Finance, and Operations.

Job Duties and Responsibilities

• Assist department and / or office staff, performing any combination of clerical duties including answering phones, filing, sorting, receiving, classifying, reconciling and summarizing documents and information
• Greet and assist visitors with professionalism and warmth
• Maintain a clean and organized reception area and common spaces
• Ensure punctual arrival to open the office in accordance with designated office hours
• Schedule and organize onsite, off-site, or virtual meetings; prepare materials for meetings and manage conference room bookings
• Order lunches and refreshments for meetings and events
• Assist with data entry, filing, and document management
• Track, file, collect, summarize, or organize information
• Maintain various records, spreadsheets, logs, etc.
• Use software applications and other standard office equipment for recording, storing, retrieving, and compiling information
• Compile and generate regular and special reports using established formats and procedures
• Monitor and order kitchen supplies and inventory
• Coordinate with vendors and building management as needed
• Ensure compliance with office safety and security protocols
• Provide backup support to the office facilities coordinator and other administrative roles as needed
• Participate in special projects and initiatives across departments as required
• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required