Responsible for general day-to-day office operations, administrative support, and phone/mail support functions for PRI. Assists General Manager with office related tasks.

RESPONSIBILITIES AND AUTHORITY

1. Open Reception office, turn on phones/computer, log into the UPS computer and open the new day.
2. Answer and manage 6 line phone system for the PRI general phone line. Check main voicemail and forward calls as necessary to the correct person. 
3. Manage and disperse general PRI contact emails to appropriate staff members for resolution.
4. Disperse faxes to appropriate staff.
5. Assistant PRI General Manager as needed with placing orders and processing invoices for any office related items.
6. Serve as main contact/communication point for building management company for office needs that fall under the management company’s responsibilities to care for the building.   
7. Gather all the return mail from the subscriptions as they come in from the post office. Log them in the subscription worksheet. Also take all requests for new subscriptions from the website and phone calls, also any deletions and log those as well in the work sheet. Each month send that to the Director, Data Management, Analytics & Reporting at SEMA for the final monthly subscription list.
8. Contact companies that send in subscription requests without proof of business so you can qualify them. If someone calls and wants a new subscription, add them to the list & ask what kind of business they have and add the business code.
9. If there is a bad or new address, look them up in NetForum and make any address updates. Forward to the sales assistant if it belongs to a sales rep.
10. Put together and place orders for any needed office supplies, break room supplies, or other items as needed for office. Put away items in the office where they belong as they arrive.
11. Process any outgoing mail/UPS packages.
12. Close the mail machine and print reports monthly, send to SEMA accounting team. Contact the mail machine technician as needed for technical help. Request service as needed. 
13. Retrieve the daily mail from of the lobby mailbox, distribute to the correct office personnel. 
14. Send out magazine issues as requested
15. Promo letters – Package in a box, unsealed and ship to Schuman Printers.
16. When requested by management, perform other assignments and duties as required.

RELATIONSHIPS

Reports to the General Manager

Interfaces with all levels of staff/all departments

Interfaces with outside vendors, advertisers, exhibitors, and prospective clients

SKILLS AND KNOWLEDGE REQUIRED

1. 3+ years of office experience as an Office Manager, Administrative Assistant, or Receptionist in a similar office environment
2. Advanced knowledge of Microsoft Office (Excel, Word, Outlook)
3. Strong organizational skills and communication skills
4. Must possess strong interpersonal, analytical, and problem-solving skills
5. Must be detail oriented and highly organized
6. Ability to prioritize projects and multi-task
7. A professional attitude and presence with a cooperative, team spirit, passionate about understanding company needs and offering proactive solutions.
8. A welcoming and responsive approach to engaging with colleagues, exhibitors, vendors, visitors, members, etc.
9. Analytical/problem-solving skills using sound judgment
10. Quick learner with the ability to multi-task
11. Ability to deal with confidential information with a high level of discretion