Administrative Assistant

POSITION SUMMARY

The Administrative Assistant will be responsible for a wide range of administrative duties to maintain smooth office operations. The position includes organizing files, scheduling appointments, and coordinating communication. The candidate must possess strong organizational skills, meticulous attention to detail, and the ability to juggle multiple tasks efficiently. This role is crucial in ensuring effective communication and organization within the workplace.

ESSENTIAL FUNCTIONS

Front Desk Management, if applicable:

·        Greets and welcomes guests as soon as they arrive at the office.

·        Directs visitors to the appropriate person and office.

·        Ensures the reception area is tidy and presentable, with all necessary stationery and materials (e.g., pens, forms, and brochures).

·        Distributes mail or packages to designated departments or individuals within the organization.

·        Maintains office security by following safety procedures and controlling access via the reception desk.

·        Performs other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.

Administrative Support:

·        Professionally answers incoming calls in a polite and friendly manner and routes them to appropriate personnel.

·        Takes and relays messages accurately.

·        Manages agendas, appointments, and deadlines for management.

·        Coordinates and executes administrative tasks and projects assigned efficiently as directed by management.

·        Orders office supplies and keeps inventory well-stocked, as needed.

·        Anticipates the needs of others in order to ensure their seamless and positive experience.

Project Management Support:

·        Answers incoming quotes and routes them to appropriate personnel for processing.

·        Retrieves and promptly provides requested documents or information to support operational and administrative needs.

·        Assists with project coordination, tracking deadlines, and deliverables.

·        Creates and updates records, ensuring the accuracy and validity of information.

·        Drafts and finalizes project agreements incorporating scope of work, pricing, and timelines provided by Project Manager(s).

·        Initiates project creation in the work system and assembles required packages for field members.

·        Generates 811 tickets for the relevant state in anticipation of fieldwork.

·        Applies for permits with the appropriate entity and gathers necessary documentation for field work applications.

·        Archives completed work onto the server to ensure accurate record keeping.

Documentation and Data Management:

·        Maintains filing system by regularly reviewing and purging unnecessary or obsolete files to maintain an efficient and clutter-free filing system.

·        Classifies and categorizes documents according to predetermined filing systems or company guidelines, ensuring consistency and clarity.

·        Maintains efficient filing systems, both electronic and paper-based, to ensure documents are easily accessible and systematically organized.

·        Coordinates with colleagues or departments regarding data requirements or filing procedures as necessary.

 

Miscellaneous Support:

·        Coordinates and assists with various office events and activities.

·        May perform light office duties including but not limited to filing, making copies, and scanning.

·        May carry out other duties as assigned by management.

Communication:

·        Handles and redirects queries from internal and external clients.

·        Takes and relays messages accurately.

EDUCATION / EXPERIENCE

·        High School Diploma, GED, or High School Equivalence Certificate.

·        An associate degree is preferred, as well as three to four years of administration experience and/or training, or an equivalent combination of education and experience.

·        Eligibility to become a Notary Public desired.

SKILLS & ATTRIBUTES

·        Must be computer savvy using Microsoft Office, Windows PC, and Internet software applications.

·        Speaks clearly and persuasively in positive or negative situations.

·        Writes clearly and informatively.

·        Inspires and motivates others to perform well; Inspires respect and trust; Displays passion and optimism.

·        Must be organized and detail-oriented.

·        Identifies and resolves problems promptly and works well in group problem-solving situations.

·        Able to deal with frequent changes, delays, or unexpected events.

·        Works with the team; contributes to a positive team environment; welcomes feedback.

·        Tactfully approaches others; Reacts well under pressure; Accepts and adapts to frequent change.

·        Works with integrity and acts ethically; supports the organization's culture, goals, and values.

·        Upholds the confidentiality of sensitive information and proprietary materials in accordance with company policies and legal requirements.

PHYSICAL REQUIREMENTS

·        Must occasionally lift and/or move up to 20 pounds.

·        Regularly required to sit, talk, or listen.

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