Summary
The Administrative Assistant plays a critical role in ensuring smooth front-office operations and supporting staff, clients, and management with daily administrative tasks. This role requires a professional demeanor, strong communication skills, and the ability to multitask and anticipate office needs.
ResponsibilIties
- Greet clients and visitors and provide assistance as needed.
- Answer and route calls using a multi-line phone system;
- Schedule meetings and coordinate conference calls.
- Organize print jobs, courier services, and submittals.
- Manage mail and package receipt, distribution, and outgoing shipments, up to 50lbs.
- Track and maintain office supply inventory; order replenishments.
- Assist with data entry, word processing, filing, and document organization.
- File various documents and maintain organized filing systems.
- Assisting different departments with miscellaneous tasks and projects.
- Provide back up to other offices; e.g. food orders, answering calls, deliveries, etc.
- Driving a company vehicle to make deliveries and run errands as needed
- May coordinate runner tasks to ensure timely internal support.
- May perform physical office tasks like hanging pictures.
- Other tasks as assigned.
Education/Experience
- High school diploma or equivalent, 4 year degree preferred.
- 2+ years of office or administrative experience preferred
- Proficiency in Microsoft Office, Adobe Acrobat, and internet-based tools.
- Valid driver's license with a clean DMV record – 5 years of documented driving experience
- Must be age 21 or over to meet business automobile insurance requirements.
- Ability to perform physical office tasks (e.g. small repairs), preferred.
- Organized, punctual and reliable.
- Excellent verbal and written communications skills.
- Ability to multitask in a fast-paced environment.
- Strong attention to detail.
Skills
- Ability to sit for extended periods of time at a desk and work on a computer.
- Ability to stand, walk, reach, bend, climb (ladders), kneel, crouch, crawl or lift objects up to 50 pounds (e.g., files, office supplies, furniture, boxes, shipments).
- Manual dexterity to operate standard office equipment, including computers, phones, printers, and scanners.
- Visual ability to read documents, spreadsheets, and computer screens.
- Ability to communicate clearly and effectively in person, over the phone, and via digital platforms.
- Ability to occasionally travel to other offices (e.g., internal meetings or trainings).
PHYSICAL REQUIREMENTS AND/OR WORKING CONDITIONS
- Prolonged periods of sitting (up to 8 hours a day for office staff)
- Interacting with technology (computer, cellphone, etc.)
- Ability to lift and/or carry items ( up to 20 lbs.)
- Prolonged periods of standing/walking (field checks)
- Ability to work outdoors in various weather conditions (field checks)
- Occasional travel e.g. driving to offices, jobsites, client meetings, etc.
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