Position Summary:

The Administrative Assistant acts as administrative support to management and marketing and works closely with other personnel within the organization. The position requires an open mind and a willingness to learn new tasks as they arise. 

This position is also proactive in maintaining positive relationships with departmental managers, building management, and various vendors, as well as coordinating communication between headquarters and UCC. It also includes researching and pricing various items and services, greeting guests, coordinating accounts payable and company events, and working with confidential and sensitive information such as company licensing.

The hours required are Monday through Friday from 0830 to 1630. On occasion may require working early/late or a weekend day.

Essential Functions:

• Administrative

• Acts as receptionist, providing a professional and courteous welcoming to all
• Ensure proper check-ins of guests and vendors
• Set, stay current, and provide reminders for appointments and meetings for management
• Document SOP’s for a variety of related administrative duties
• Track and follow up on accounts payable, and coordinate with managers on the approval of invoices and other accounts payables items
• Research and accurately book various flights, hotel, and rental cars for traveling employees and prospective / existing Dealers, providing itineraries and agendas
• Review and distribute incoming mail / packages to the correct department and personnel and manage outgoing mail/packages.
• Order office, kitchen, janitorial and coffee supplies as needed
• Create, type, and send various correspondence to the various recipients
• Create, update and complete various monthly reports with information collected from different departments
  • Research and price various services and products (including some of a technical nature)
  • Provide updates and status reports on various assigned tasks to Supervisor or Manager
  • Take notes, summarize, and distribute of various meetings
  • General office tasks such as handling calls, filing, printing, copying etc...
  • Run various company errands

• Company Licensing

• Manage processing of all company state licenses new and renewals paperwork timely
• Research new requirements and manage all company various jurisdictions licenses, permits, and registrations 

• Vendor Relationships and Contracts

• Manage vendor contract due dates and renewal periods
• Seek, develop, and maintain positive relationships with various vendors and building management

• Marketing

• Manage ACT Database updates
  1. Assist and support Account Executives with updates for prospects, new dealers, cancelled dealers, existing dealer changes, and research returned mail and update dealer info as needed
  2. Upload new prospect lists from trade shows/company events
• Company Events & Trade Shows
  1. Assist with coordination and organization of Company Holiday Party 
  2. Assist with Tradeshow tasks including creating labels, printing and shipping items for company setup and scheduling pickups/returns
  3. Assist with research, pricing and ordering promotion items
• Company Dealer Training
  1. Coordinate with the Marketing Manager to ensure documents for CEU school are up to date and filed correctly in Sharepoint
  2. Create, print and mail various GYB invitations, Certifications and Thank you cards
  3. Assist with ordering/organizing breakfast/lunch for attendees
  4. Make arrangements to ship supplies as required
• Employee Appreciation Events
  1. Promotion and assisting with coordination of internal employee events
  2. Assisting with Food orders as needed for various meetings, 
• Other
  1. Assist and coordinate special and/or periodic mail outs for billing, Dealer Support, new services products and events; i.e.: Thanksgiving letters, holiday handwritten cards, prospect packages and post card campaigns

• General

• Maintain strict confidentiality of all company and personnel information
• Strong organizational skills and ability to stay on task with little to no direction
• Support and foster a positive teamwork environment to maintain good relations and communications with department managers, headquarters and other employees.
• Ability to help maintain a professional and positive work environment by limiting the amount or topic of personal discussions, adhering to all company policies outlined in the employee handbook and reporting any violations to management
• Willingness to learn new task and be receptive to constructive criticism tactfully
• Ability to assist with and tackle various miscellaneous projects and troubleshooting in day-to-day running of the office
• Ability to jump from one task to another quickly and address issues as they arise
• Other tasks and duties as needed or assigned by managerial personnel

Requirements:

• Pass a pre-employment drug screening
• Minimum 3 years’ experience in administrative role
• High school degree or General Education Degree (GED)
• Positive and willing to assist attitude
• Have outstanding attendance and punctuality

• Ability to be held accountable and answerable for one's conduct
• Ability to communicate orally and in writing clearly and concisely
• Ability to use thinking and reasoning to solve a problem
• Ability to pay attention to the minute details of tasks and projects
• Ability to work under minimal supervision , be a self starter with a lot of initiative
• Ability to be flexible and change directions and/or task priorities with little notice
• Ability to multi-task a variety of project or tasks 
• Quick learner, grasp and retain information well

Skills and Abilities:

• Professional and articulate verbal communications
• Type a minimum of 50 words per minute
• Computer literate – Competent knowledge and understanding of how to operate and maneuver computer desktop or laptop applications
• Intermediate knowledge of Microsoft Office business applications such as Word, Excel, Power Point, Google suite of services and various video applications i.e.: Microsoft team, Google meets and Zoom
• Advanced ability to use email and calendar
• Competent knowledge and understanding of telephone and voicemail features after training
• General knowledge of operating office machinery such as copier, scanner, postage machines

N/A = Activity is not applicable to this occupation

Occasionally = Occupation requires this activity up to 33% of the time (0-2.5 hrs/day)

Frequently = Occupation requires this activity up to 33%-66% of the time (2.5 – 5.5 hrs/day)

Constantly = Occupation requires this activity more than 66% of the time (5.5 hrs/day)

Other Physical Requirements

• Vision: Near, Distance, Color
• Sense of Sound: Must be able to utilize the phone/intercom system and hear audible alerts from the automation system and receivers