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Office Services Assistant

About Us:

Mollie Stone s Markets is a local, family owned grocery store chain in the San Francisco Bay area, serving customers since 1986. With 32 years of exemplary performance in the market, Mollie Stone s continues to make a difference in people s lives through food. Currently maintaining 9 Grocery Stores, a Produce Warehouse and Headquarters in Mill Valley, CA, we succeed in the industry by ensuring we deliver a large variety of exciting and quality products in an attractive and positive environment.

About the Role:

Mollie Stone s Markets is looking for an Office Services Assistant who can help us share our story, culture, and mission, by supporting our Executive Management Team and keeping the office running successfully. This position is a full time, non-exempt role who will report directly to the COO as well as the owner of Mollie Stone s. The perfect candidate will provide a comprehensive range of specialized administrative services with limited supervision as well as office management and front desk support. The perfect candidate will have a willingness and flexibility to perform all tasks, no matter how small or large. This person must be willing to work with a variety of personalities and bring a positive, outgoing self as a representative of Mollie Stone s Markets

Essential Functions:

ADMINISTRATIVE

  • Manage regular upkeep of office.
  • Serve as receptionist to visitors, vendors, and clients.
  • Respond to inquiries, including answering phones and emails for resolving problems, providing information, and/or referring to appropriate personal.
  • Oversee/Schedule regular building maintenance.
  • Sorting/distributing mail.
  • Manage calendars, schedule appointments, travel, meetings, agenda preparation as required.
  • Prepare, proof-read, edit, ghost write various documents and presentations.
  • Booking flights, hotels, shows, cars, restaurants.
  • Work with leadership team to coordinate communications, agenda planning, logistics and follow up on various priorities.
  • Provide detailed data, information and resources in preparation for meetings.
  • Ordering general office supplies.
  • File and maintaining confidential files.

RISK MANAGEMENT

  • Work directly with our insurance broker to maintain our Employer Property/Liability Insurance.
  • Manage the intake of customer, vehicle and property claims involving our 11 locations.
  • Work with Store Management, vendors and the insurance company to collect claim details and evidence.
  • Audit and review monthly claims summary to look for trends and areas of improvement.
  • Work with Store Leadership to ensure safety inspections are conducted with the insurance company.
  • Conduct spot-check store inspections to ensure compliance with federal/state law and company policy.
  • Maintain accurate tracking of company drivers and vehicle insurance.

Minimum Qualifications:

  • Bachelor s degree preferred.
  • 3-5 years experience as an Office Manager or a position working with high level executives or customers.
  • Excellent transcribing, writing and editing skills. Samples of verifiable written documents will be required as part of the screening process.
  • Proficient with computers including Word, Excel, Power Point, etc.
  • Knowledge of Property Liability Insurance.
  • Local candidates only.

Competencies:

  • Ability to work independently and maintain strict confidentiality.
  • Strong interpersonal and communication skills.
  • Strong project, organizational, and time management skills.
  • Exhibits professionalism and composure in stressful situations and in meeting short deadlines.

Physical Requirements:

  • Must be able to regularly lift at least 10 lbs.
  • Standing: Up to 15%.
  • Seating: Up to 60%.
  • Walking: Up to 15%
  • Reaching: Up to 10%

About the Benefits:

  • Competitive Salary and Benefits Package
  • Comprehensive Medical Insurance
  • Dental and Vision Insurance
  • Life Insurance
  • Employee Assistance Program
  • 401 (k) and Profit-Sharing Plan
  • College Tuition Rewards Program
  • Commuter Benefits
  • Entertainment Discounts
  • 20% Employee Discount on Mollie Stone s Purchases
  • Paid Time Off

Why should you apply?

  • You want to enjoy what you do.
  • You know what it takes to provide outstanding customer service.
  • You would like to join a local, family owned company who values you.
  • You get to enjoy and rely on great benefits and perks for you and your family.
  • You ll have opportunity to learn, grow and advance in your career.

Please note this job description is not designed to cover or contain comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time.

Mollie Stone s Markets is an Equal Opportunity Employer



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