Role and Responsibilities

 

The Administrative Assistant will organize and coordinate office administrative procedures, in order to ensure organization effectiveness, efficiency and safety. The administrative assistant is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation. The Administrative Assistant will work closely with the General Manager.

 

 

 

· Maintain record keeping as required

 

· Point person for mailing, shipping, supplies, equipment, bills and errands

 

· Champions and leads document control for the company

 

· Ensures all documents are in company’s approved format

 

· Assist with development of company templates

 

· Data entry and upkeep of the organizations databases, ensuring a high level of accuracy

 

· Develop policies, procedures, instructions, or other documents to assist with company structure

 

· Organize and schedule meetings and appointments

 

· Organize office operations and procedures

 

· Oversee adherence to office policies and procedures

 

· Coordinator with IT department on all office equipment

 

· Assist the management team with all requests

 

· Produce reports as required

 

 

 

 

 

Qualifications and Education Requirements

 

· Excellent analytical and deductive reasoning skills

 

· Must be a team player, possessing analytical skills and excellent communication skills

 

· High attention to detail

 

· Responsiveness

 

 

 

Preferred Skills

 

· Proficient computer skills required

 

· Strong organizational and planning skills

 

 

 

Physical requirements/work environment
 

 

· Maintain high level of competency with Microsoft Office Suite of products (word, excel, powerpoint, outlook)

 

· Champion and lead training documents and software

 

· Organize orientation and training of new staff members

 

· Maintain documentation of training and tracking of employee’s status in accordance with regulatory requirements

 

· Assist with document development and implementation as requested.

 

· Answer phones during normal business hours, directing calls to correct personnel· Consistently meet established deadlines, ensuring that work/processes are complete and adequate time is provided for review, where needed.

 

· Assist with troubleshooting and resolving customer complaints and issues

 

· Navigate the internet and use technical equipment appropriately

 

· Greet visitors to the organization in a friendly and professional manner

 

· Provide general support to visitors

 

· Responsible for creating Word, Excel, PowerPoint reports, documents, and presentations.

 

· Entering purchase orders, bills of lading, and generating invoices.

 

· Participate actively in the planning and execution of company events

 

· Allocate available resources to enable successful task performance

 

· Ensure security, integrity and confidentiality of all data

 

· Implement procedural and policy changes to improve operational efficiency

 

· Prepare operational reports and schedules to ensure efficiency

 

· Maintain a safe and secure working environment

 

· Oversee payroll and timesheets.

 

· All other duties as assigned.

 

 

 

Required Skills

 

· Strong proficiency in Microsoft Office product suite including Work, Excel, PowerPoint and Outlook

 

· Familiarity with Quickbooks, creating invoices, purchase orders, and generating payments

 

· Strong verbal and written communication skills including a professional and friendly demeanor

 

· Knowledge of office management responsibilities, systems, and procedures

 

· Excellent time management skills and ability to multitask and prioritize work

 

· Attention to detail and problem-solving skills

 

· Excellent written and verbal communication skills, in person and over the phone.

 

· Strong organizational and planning skills

 

· Ability to work under pressure

 

· Valid driver’s license

 

· Regular and reliable attendance

 

· Excellent typing skills

 

Benefits:

 

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

 

Schedule:

 

• 8 hour shift
• Day shift
• Monday to Friday