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General Purpose

Answer incoming calls from customers to take orders, answer inquiries and questions, handle complaints, troubleshoot problems and provide information.

Main Job Tasks and Responsibilities

  • answer calls and respond to emails
  • handle customer inquiries both telephonically and by email
  • research required information using available resources
  • manage and resolve customer complaints
  • provide customers with product and service information
  • enter new customer information into system
  • update existing customer information
  • process orders, forms and applications
  • identify and escalate priority issues
  • route calls to appropriate resource
  • follow up customer calls where necessary
  • document all call information according to standard operating procedures
  • complete call logs
  • produce call reports

Education and Experience

  • high school diploma or equivalent
  • proficient in relevant computer applications
  • required language proficiency
  • knowledge of customer service principles and practices
  • knowledge of call center telephony and technology
  • some experience in a call center or customer service environment
  • good data entry and typing skills
  • knowledge of administration and clerical processes

Key Competencies

  • verbal and written communication skills
  • listening skills
  • problem analysis and problem solving
  • customer service orientation
  • organizational skills
  • attention to detail
  • judgment
  • adaptability
  • team work
  • stress tolerance
  • resilience

Position: Receptionist/Certification Assistant

Direct Supervisor: Vice President of Operations
Salary Range: $23,000 – $26,000/annually
Job Purpose: Responsible for receiving visitors by phone and in person. Provides clerical and administrative support for HMSDC personnel as needed. The position’s daily reporting relationship is to the President’s Executive Assistant, however, overall direct accountability lies with the President.

Job Responsibilities:
Job description may include but not limited to:

  • MUST be on time and responsible for opening the office daily;
  • Greet all visitors in a courteous, timely and professional manner;
  • Offer them refreshments such as coffee or water;
  • Seat them and announce the visitors as needed;
  • Answer all incoming telephone calls by the third ring;
  • Forward to the appropriate person or provide information requested directly where able;
  • Maintain the cleanliness of the front reception area, conference rooms and kitchen area;
  • Schedule use of office space and post on the portal calendar;
  • Maintain Committee rosters and c meeting and event dates on the portal;
  • Send Committee Meeting notices, reminders and announcements;
  • Sign-in all attendees for seminars or workshops;
  • Answer inquiries received in the general information email box and/or distribute to the appropriate staff member;
  • Contact MBEs or applicants to verify their correct information
  • Manage return mail,
  • Call MBEs to receive payments for certification, subscription and expedited files
  • Assist with facilitating the processing of certification applications
  • Schedule on-site visits;
  • Conduct reference calls for certification applications;
  • Use checklist provided to perform desk audit on all MBE applications as submitted for certification;
  • Receive all incoming mail. Pick up mail from postal box. Prepare and deposit outgoing mail;
  • Assist couriers and delivery persons. Place packages with the appropriate person;
  • Maintain all office supplies & supply room.
  • Place order with Executive Assistant for approval;
  • Ensure copier and postage machines are stocked daily.
  • Assist personnel with preparation and execution of HMSDC events;
  • Maintain a pleasant, professional demeanor at all times.
  • Support HMSDC staff, MBEs, volunteers and Board Members whenever possible;
  • Comply with the provisions of the HMSDC Employee Handbook;
  • Other duties as assigned by the Executive Assistant to the President, the Senior Leadership Team, or the President.

Qualifications:

  • High School Diploma or equivalent; 2 years’ experience working in a busy office area;
  • Bilingual language skills preferred;
  • Professional business dress appearance required;
  • Strong interpersonal and communication skills
  • Good verbal and written communication skills are required;
  • Excellent customer services & pleasant attitude
  • Team player
    Exceptional use of Microsoft Office products (Outlook, Excel, PowerPoint and Word);
  • Motivated self-starter with the ability to take initiative and perform well with minimal supervision;
  • Ability to organize, multitask, prioritize and work under pressure;
  • Ability to be resourceful and anticipate needs and issues as they arise;
  • Attention to detail is paramount.

Position Overview:

The receptionist is a critical role in the HMSDC organization. This person is responsible for opening the office daily, which sets the tone for our service delivery to our corporate members and MBEs. Active listening and great customer service skills are a must! As the first person our corporate members, MBEs, visitors and future members meet or talk to, the receptionist needs to make a good first impression. Your professional appearance, poise and attitude under pressure is a critical skill to constantly display.

Benefits:

  • Medical, dental and vision insurance coverage after 90 day probationary period
  • 403 (B) retirement account
  • 3% HMSDC contribution to 403(B) retirement account
  • Employee matching contribution to 403 (B) retirement account up to an additional 1.5%
  • Vacation and sick leave for all full-time employees
  • Paid holidays

Position: Executive Assistant

Direct Supervisor: President
Salary Range: $25,000 to $35,000 / annually
Job Purpose: Conserves President’s time and promotes the corporate image by representing the president internally and externally. An executive assistant is a highly skilled administrative professional who provides a wide range of support services to the President and the senior leadership team. Performs a variety of complex and routine activities that may require access to highly confidential information. Provides office management, travel coordination, board support, accounting assistance, grant proposal preparation, schedule management, document formatting, and file management. Works independently within defined schedules.

Job Duties:

Job Description may include but not be limited to:

  • Assist leadership team in drafting, reviewing, and preparing grant and foundation proposals;
  • Track certain HMSDC team member(s) hours and expenses to ensure appropriate billing;
  • Assist with accounting and finance tasks;
  • Process credit card payments;
  • Coordinate and maintain HMSDC Best Practices for various processes;
  • Provide exceptional customer service and support within HMSDC and among its members and certified suppliers;
  • Format Word Documents, PowerPoint Presentations, Excel Spreadsheets, etc. to meet HMSDC style guide and best practices;
  • Assist HMSDC with various programs, projects and process development including such tasks as compiling documents and data  centers, preparing materials for executive/board meetings, etc.;
  • Manage incoming calls, calendar and call list of the President;
  • Assist in the preparation and execution of HMSDC events, programs and special projects;
  • Assist HMSDC President with Customer Relation Management (CRM) administration and other tasks as assigned;
  • Provide over site for the coordination and training of HMSDC staff on technology efforts;
  • Review and process invoice for payment by President;
  • Assist in managing and follow up on HMSDC accounts payable and receivables; Assist receptionist with keeping the office clean, organized, and running errands as directed;
  • Assist in administrative assignments and other office management projects of senior leadership team to ensure smooth and successful operations of office;
  • Assist in management of projects, tracking of, and timely quality deliverables to President;
  • Assist with corporate recruitment by creating list and cold-calling of potential corporate members;
  • Serve as an ambassador for the HMSDC organization at events, trade shows, conferences, etc.;
  • Support HMSDC team members in internal projects and committee deliverables as assigned;
  • Special projects and other duties may be assigned.

Qualifications:

  • Associate’s degree or higher (experience may be considered in lieu of education
  • Exceptional verbal, written, and presentation skills
  • Exceptional customer service skills
  • Ability to work as a team
  • Professional appearance
    Maintain a high degree of confidentiality
  • Ability to travel as required, particularly within the immediate Houston metro area
    Promptness is critical as are strong time management and organizational skills
  • Exceptional attention to detail
  • Superior critical thinking skills
  • Self-starter
  • Superior knowledge in Microsoft Windows, Microsoft Outlook, Microsoft Access, Microsoft Excel, Microsoft Word, and Microsoft PowerPoint
  • Experience in QuickBooks
  • Ability to lift 50 pounds
  • Ability to work flexible shifts when needed (early mornings and late nights)

Position Overview:

The President has a very demanding schedule and the job of the executive assistant is to manage the workflow and schedule of the President to ensure the executive can focus on decision-making and strategy.

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls. May also train and supervise lower-level clerical staff.

You will be responsible for coordinating projects that may involve working with all levels of internal management, staff, corporate members and minority business enterprises (MBEs). The executive assistant will also be responsible for managing the President’s calendar and meetings. If travel is required, the executive assistant will be responsible for making arrangements including airline, hotel, and rental cars. The executive assistant may be required to conduct internet research to keep the President and senior leadership team up to date on business trends and news that are important to the organization’s mission and objective.

Benefits:

  • Medical, Dental and Vision Insurance Coverage after 90 Probationary Period
  • 403 (B) Retirement Account
  • 3% HMSDC Contribution to 403 (B) Retirement Account
  • Employee matching contribution to 403 (B) Retirement Account up to an additional 1.5%
  • Vacation and Sick Leave for all full-time employees
  • Paid Holidays

Sourcing and Communications Specialist

Position: Sourcing and Communications Specialist
Direct Supervisor: Director of Corporate Services
Salary Range: $25,000 – $35,000/annually

Job Purpose: Sourcing and dissemination of current procurement opportunities to MBEs; seeking information on the long-term supplier needs of corporate members; and managing the distribution of all communications to HMSDC constituencies is performed under the direction of the Director of Corporate Services. This position’s direct reporting relationship is to the Director of Corporate Services with dotted line reporting to the Director of MBE Services related to marketing material, however, overall accountability lies with the President.

Job Responsibilities:
Job description may include but not limited to:
Sourcing:

  • Act as a research expert to source for MBE and corporate referrals;
  • Develop relationships with analyst of corporate member companies to understand their supplier needs and spending patterns and strategy
  • Conduct data management/warehousing of information related to corporate procurement opportunities;
  • Post and disseminate targeted solicited bid and procurement opportunities weekly;
  • Develop sourcing plans through collaboration with Director Corporate Services and President;
  • Investigate and incorporate new sourcing methods and tools to create innovative sourcing approaches;
  • Assist in the posting of educational opportunities on the MBE Accelerator and P2E2;
  • Assist the Director of Corporate Services in reviewing correspondence that is sent via Constant Contact;
  • Maintain all HMSDC databases under the supervision of the Director of Corporate Services.
  • Manage the Director of Corporate Services scheduling with certified suppliers and corporate members
  • Manage matchmaking events Track sourcing opportunities Follow up with corporate members on direct sourcing needs

Communications:

  • Prepare, update and disseminate HMSDC communications such as Constant Contact, the website and online events calendar;
  • Responsible for HMSDC E-marketing initiatives such as:
  • Updating distribution lists, website and mobile app
  • Creating E-marketing with provided materials
  • Collaborate on the creation and manage the distribution of the Weekly Alert
  • Collaborate and manage the distribution of event campaigns
  • Monitor and maintain HMSDC presence across selected social media platforms such as LinkedIn, Twitter, Snapchat, YouTube and Facebook;

Education:

  • Create and maintain user records including curriculum, training assignments, groups, and access privileges for P2E2;
  • Manage all e-Learning and formal learning administration by loading learning packages to the LMS, testing functionality, updating content and collaborating with eLearning vendors;
  • Coordinate and execute Supplier Idol
  • Conduct analysis and reporting on eLearning platform;

General:

  • Third in succession for telephone coverage;
  • Serve as technology subject matter expert for staff;
  • Coordinate and manage procurement events i.e. How to do Business with
    Participate in procurement events i.e. Procurement Breakfast; Meet the Buyers; Runway to Opportunities
  • Serve a liaison support for corporate and MBE committees
  • Maintain a pleasant, professional demeanor and appearance at all times. Support HMSDC team of staff, volunteers, Board members and MBE members whenever possible;
  • Assist in office administrative functions including receiving visitors and assisting them by phone, filing, mailing, copying, faxing, etc.;
  • Comply with the provisions of the HMSDC Employee Handbook;
  • Other duties as assigned by the President.

Qualifications:

  • Bachelor’s degree preferred; 3-5 years sourcing and/or communications experience preferred;
  • Superior verbal and written communication skills are required;
  • Strong interpersonal, motivational and presentation skills;
  • Excellent customer services
  • Team player
  • Superior understanding of messaging and framing;
  • Strong organizational and project management skills;
  • Attention to detail is paramount
  • Work well under tight deadlines;
  • Creative, yet process-oriented;
  • Motivated self-starter with the ability to take initiative and perform well with minimal supervision;Able to quickly grasp technical issues and new technology
  • Demonstrate mastery of Microsoft Office products (Outlook, Excel, PowerPoint, Access and Word).
  • Email marketing (Constant Contact) Skills

Position Overview:

Sourcing of procurement opportunities is a critical function of the Houston Minority Supplier Development Council. It is the primary reason most minority business enterprises (MBEs) join are certified by the Council and is a primary distribution method for supplier diversity professionals seeking to identify qualified MBEs to introduce into their corporate supply chains. A successful Sourcing Specialist will view their role as proactive and strong advocate for MBE development . The Sourcing Specialist will seek to understand the supplier capabilities required for MBEs to participate in current and future procurement opportunities. The Sourcing Specialist is intended to relieve to assist in managing the work load of the Direct of Corporate Services. To that end, a successful Sourcing Specialist will manage their time sourcing MBEs to meet current procurement opportunities as well as understanding the long-term procurement needs of our corporate members. Once the needs of our corporate members have been identified, the Sourcing Specialist will work in concert and in support of the Director of Corporate Services to identify, connect and support MBEs through the sourcing process. The ability to think critically, handle time sensitive matters and confidential information while managing multiple priorities is essential to this role. T

Benefits:

  • Medical, dental and vision insurance coverage after 90 day probationary period
  • 403 (B) retirement account
  • 3% HMSDC contribution to 403(B) retirement account
  • Employee matching contribution to 403 (B) retirement account up to an additional 1.5%
  • Vacation and sick leave for all full-time employees
  • Paid holidays
Apply Now!