Description

Summary:

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

The ideal candidate will be a problem solver who has excellent communication skills and impeccable attention to detail. The candidate should also have experience working in an office environment, performing administrative tasks, and providing support to coworkers.

An ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.

Job Responsibilities:

• Provides administrative support to ensure efficient operation of the office.
• Provide front-desk coverage by managing a multiline phone system, greeting guests as they enter the office, and maintaining an organized, clean office environment.
• Provide information by answering questions and requests. Carries out administrative duties such as filing, typing, copying, scanning etc.
• Review and complete customer, government documentation packages (approximately 75 to 125 per month) No surveys.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
• Manage and coordinate with office vendors and contractors.
• Manage conference room reservations and organize all aspects for meetings.
• Working closer with the Executive Assistant to organize meetings, events, etc.
• Research and provide customers with regulatory and compliance information in coordination with internal groups and suppliers.
• Responsible for updating and tracking multiple spreadsheets for ISO, Safety, Facility, Regulatory Compliance and Suppliers.
• Work with other managers to address changes to their areas of responsibility for ISO documentation.
• Update and maintain Quality Department documentation and logs (Cross train in inspections / RMA’s)
• Responsible for buying and keeping track of expenses using the company Credit Card.
• Exhibits polite and professional communication via phone, e-mail, and other communication channels.
• Supports team by performing tasks related to organization and strong communication.
• Other duties as assigned.

Qualifications

Education, Experience and Skills Required:

• High school Diploma or equivalent education
• 3-years of administrative assistance experience
• Strong organizationaland planning skills
• Well-developed interpersonal and communication skills
• Problem solving skills.
• Managing processes
• Supply management
• Verbal communication
• Attention to details.
• Working knowledge of mail processes such as postage machine, Federal Express, and UPS
• Knowledge of software including Microsoft Word, Excel, Outlook, and Microsoft PowerPoint.

Physical Capabilities and Other Requirements:

• Majority of the day spent at the desk.
• Lifting: less than 10 pounds