JOB SUMMARY

Monday - Friday, 8am-5pm

Assists Branch Operations Manager with administrative duties to support the responsibilities of the location.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Management :

• Maintain and organize office files, documents, and records.
• Manage office supplies, inventory, and equipment, ensuring that they are well-stocked and in good working order.
• Coordinate and schedule meetings, appointments, and conference calls.
• Responsible for arranging shipping and receiving.
• Work with accounting department on invoice jobs as needed.

Communication :

• Answer and direct phone calls, take messages, and respond to inquiries.
• Manage email correspondence, screen and prioritize incoming emails.
• Draft and edit various documents, reports, and correspondence as needed.

Data Entry and Record Keeping :

• Enter data into spreadsheets, databases, and other systems.
• Maintain accurate and up-to-date records, such as employee records, financial data, and project documentation.

Client and Visitor Relations :

• Greet visitors, clients, and suppliers, ensuring a welcoming and professional atmosphere.
• Assist in making travel arrangements and accommodations for employees or guests.

Calendar Management :

• Manage the calendar of executives or team members, scheduling appointments and events.
• Ensure that appointments and meetings are well-organized and that necessary materials are prepared in advance.

Filing and Documentation :

• Maintain and organize physical and electronic filing systems.
• Retrieve and provide requested documents and information as needed.

Support for Projects :

• Assist with project coordination and tracking by updating project timelines and schedules.
• Collaborate with team members to ensure project-related tasks are completed.

Administrative Support :

• Handle sensitive and confidential information with discretion and maintain data security.

METRICS

• Metrics will be defined by the objectives set forth in the monthly reviews and measured on consistently meeting objectives, completion of projects on timely basis and quality of work.
• Must send out email reminders to managers for 90 days introductory reviews on the 80th day
• Must send out EOTM nomination email to all employees 4 days before the last day of the month for voting purposes and announce winner by end of the month.

QUALIFICATIONS

• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Attention to detail and accuracy in work.
• Ability to multitask and prioritize tasks effectively.
• Discretion and professionalism in handling confidential information.
• Strong problem-solving skills and adaptability to changing tasks.

Experience with Netsuite and Salesforce is preferred.

KNOWLEDGE & SKILLS REQUIRED

• Proficiency in office software (e.g., Microsoft Office Suite).
• Being able to multi-task and ability to work at fast pace
• Attention to detail
• Problem solving abilities
• Good communication skills
• Work well in team environment
• Self disciplined

EDUCATION & EXPERIENCE

High school diploma or equivalent; some college or administrative training may be preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK SCHEDULE

The work hours will be dependent upon what is necessary to support, manage, and achieve the goals and necessary productivity levels of the subordinate staffs.

Normal working hours of staff members will be from 8 : 00 am to 5 : 00 pm Monday through Friday. This is a minimum expectation.

Often projects and assignments will extend beyond the normal workday. Adherence to attendance and coverage policies is expected to be followed diligently.

Time off will be granted with proper formal notice in accordance with company policy.

WORK ENVIRONMENT

The environment is a professional office environment. Dress attire is casual but professional in an office setting.

Required Skills

Required Experience

Last updated : 2024-04-30