Job Description
Job Description
SummaryThe Administrative Assistant position involves providing administrative support to ensure efficient operation of the office by supporting managers and employees through a variety of tasks related to organization and communication.
The administrative job scope includes communicating via phone and email ensuring that all administrative assistant duties are completed accurately and delivered with high quality and in a timely manner.
The assistant will also adhere to all protocols in line with an organization goals, strategy, and policies.
Administrative Assistant Duties and Responsibilities
Work as a liaison between the management and the staff.
Work as a liaison between customers and shop management team.
Provide general support to visitors.
Organize and schedule meetings, appointments, travel arrangements.
Maintains knowledge of key clients and contact lists.
Assist in the preparation of regularly scheduled reports
Produce and distribute correspondence memos, letters, faxes and forms
Assist with invoicing / accounting functions as appropriate.
Primary phone coverage for shop.
Open, sort and distribute incoming mail and correspondence.
Maintains supplies inventory by checking, placing and expediting orders for supplies; verifying receipt of supplies.
Creates / revises filing systems and procedures, recordkeeping systems, forms control, office layout.
May be called upon to assist with special projects and assume responsibility for the administration as required.
Qualifications
Ability to answer multi-line phone system.
Competent computer skills, especially in MS Word, Outlook, Excel, and PowerPoint.
Excellent communicator and strong administrator skills.
Comfortably interact with individuals of all professional levels.
Ability to read and comprehend simple instructions, short correspondence and memos.
Ability to write simple correspondence.
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
Customer service oriented.
Education and / or Experience
High school diploma or diploma in office administration
Physical Demands
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel;
reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and / or move up to 10 pounds.
Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus with or without corrective lenses.
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