Administrative Assistant
SUMMARY: To be responsible for initiating and coordinating the clerical and secretarial functions required in the effective implementation of administrative policies and procedures. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating reports, and filing. Extensive software skills are required, as well as Internet research abilities and strong communication skills.
Essential Duties and Responsibilities:
- Will answer incoming phone calls and re-route to the appropriate individual
- Provides information by answering questions and taking requests from upper management, internal and external customers
- Responsibilities include controlling the incoming and outgoing documentation process and maintaining files and project reports
- Coordinates schedules and activities, placing orders for supplies and services, and tracking progress and results
- Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies
- Ensures operation of equipment by arranging preventative maintenance requirements; calling for repairs, maintaining equipment inventories
- Contributes to team effort by accomplishing related results as needed
- Maintain sales log entries for all divisions; process change orders
- Respond to warranty and catalogue requests
- Process contracts for all divisions
- Sort and distribute mail to staff
- Set up for meetings
- Other duties as assigned
Minimum Requirements:
- Strong verbal and written communication, customer service, and data entry skills are required
- Ability to manage a heavy work volume and meet deadlines in an extremely fast paced environment
- Self-starter, strong initiative, confidence and ability to work with little guidance
- Extreme attention to detail and strong Internet skills are required
- Computer proficiency is required, with a minimum of 40 wpm keyboarding
- Strong Microsoft Office Suite required (Word, Outlook, Excel, .PPT)
- Ability to work in a fast paced environment and under pressure
- Organizational and time management skills necessary
- Collaborative and team player
- HS Diploma plus 3 years of administrative duties needed, additional training in secretarial functions a plus
