Administrative Assistant

Position Overview

Under the direction of the Office Manager, the Administrative Assistant performs a wide variety of administrative and clerical tasks related to office operations. The ideal candidate should have excellent organizational skills, be detail-oriented and possess strong written and verbal communication abilities. This role is essential for ensuring the smooth operation of our office and supporting our team effectively.

Essential Duties and Responsibilities

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as deemed necessary from time to time.

• Manage the administration of new job folders in electronic format including all programs and applications
• Assist with new customer set-up (W-9, COI, tax exemption if applicable)
• Assist with generating customer invoices, accounts receivable and accounts payable
• Assist with new vendor set-up
• Prepare, monitor and manage purchase orders
• Set up and manage paper and electronic filing systems, including recording information, updating paperwork, or maintaining documents, such as correspondence or other material
• Compile, summarize and record information, to include numeric calculations, ensuring accurate, up-to-date information using Microsoft Office programs or other appropriate software

Required Skills/Abilities

• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Proficient with Microsoft Office (Word, Excel, Outlook)
• Excellent verbal and written communication skills
• Critical thinking and complex problem-solving required
• Excellent interpersonal and customer service skills
• Ability to work independently and collaboratively within a team
• Ability to develop cooperative working relationships with others, maintaining them over time
• Ability to effectively communicate with service team, customers, vendors, and other employees within the organization
• Ability to prepare correspondence, reports, memos, etc.

Required Education and/or Experience

• High school diploma or equivalent required; Associates degree in office administration or related field preferred
• At least three years of administrative experience required

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

• While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk, and hear.
• The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 25 pounds.