What are the responsibilities and job description for the Administrative Assistant position at Icon Facility Solutions?
Job Overview
We are seeking a dynamic and highly organized Administrative Assistant to join our team! This vital role offers the opportunity to support daily office operations, streamline administrative processes, and enhance overall productivity. As an energetic and proactive member of our organization, you will be the first point of contact for clients and visitors, manage essential clerical tasks, and ensure the smooth functioning of our office environment. Your technical proficiency, excellent communication skills, and organizational expertise will help foster a positive and efficient workplace.
Duties
- Manage multi-line phone systems, answer inquiries promptly, and direct calls efficiently using professional phone etiquette.
- Handle front desk responsibilities including greeting visitors, scheduling appointments, and maintaining a welcoming environment.
- Perform data entry tasks with accuracy using spreadsheets, word processing, and productivity software such as Microsoft Office and Google Workspace.
- Maintain organized filing systems—both digital and physical—and ensure all documents are properly stored and easily accessible.
- Assist with bookkeeping activities using QuickBooks or similar accounting software to support financial recordkeeping.
- Support office management tasks such as calendar management, scheduling meetings, and coordinating appointments for staff or clients.
- Provide exceptional customer service by addressing client inquiries via phone or email, offering support, and ensuring client communication is professional and timely.
Qualifications
- Proven experience in office administration or clerical roles with a strong background in office management.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, spreadsheets, and data entry tools.
- Excellent computer literacy with familiarity in QuickBooks, bookkeeping, and technical proficiency in productivity software.
- Strong organizational skills with the ability to multitask efficiently while managing time effectively.
- Exceptional communication skills—both verbal and written—in English; bilingual abilities are a plus!
- Experience handling multi-line phone systems, front desk duties, and customer support roles such as medical or dental receptionist is highly desirable.
- Demonstrated ability to proofread documents accurately and maintain high standards of professionalism in all interactions.
- Knowledge of office procedures including filing systems, calendar management, phone etiquette, and document proofreading.
- Personal assistant experience or experience supporting executives is advantageous.
Join us to be part of a vibrant team dedicated to excellence! This paid position offers an engaging work environment where your organizational talents will shine while supporting our mission to deliver outstanding service every day.
Pay: $16.00 - $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Work Location: In person
Salary : $16 - $20