Perform administrative and office support activities for multiple team members. Duties include support to
Ensure efficient operation of the office. Typically, handle phones, emails, set up meetings, distribute company correspondence, maintain files, track office inventory and order supplies when needed, and support managers in a variety of administrative duties. Administrative Assistant must have strong office skills, such as typing, filing, copying, and more. The Administrative Assistant must be competent in relevant computer software. fielding telephone calls, word processing, creating spreadsheets and presentations, and filing. Extensive software skills are required, as well as Internet research abilities and strong communication skills.
This position will report to the HR department and CEO
Work Activities:
- Maintain files and records so they remain updated and easily accessible
- Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.)
- Answer the phone to take messages or redirect calls to appropriate colleagues
- Utilize office appliances such as photocopier, printers etc. and computers for word processing, spreadsheet creation etc.
- Update reports as needed on Excel spreadsheets
- Monitor stocks of office supplies (paper clips, stationery etc.) and report when there are shortages
- Perform other office duties as assigned using a range of office software, including email, spreadsheets and databases; managing filing systems; developing and implementing new administrative systems, such as record management; organizing and chairing meetings with staff may include typing the agenda and taking minutes; duties of the role may extend to the management of social media.
- Maintain company organization charts and the employee directory.
- Maintain certification database for renewal
- Maintain and update corporate client diversity database/web site
- Manage all office duties (filing, mail, phones, contact list)
- Assist in the preparation of bid proposals
- Other duties as required
- Maintain vendor/supplier database
- Assist with AP/AR functions
- Review invoices, deposits, checks, and reimbursements
- Handle vendor communication or correspondence via phone or email
- Ensure that the processing of all invoices is completed properly
- Maintain complete and accurate files in order to handle vendor inquiries
- Reconcile vendor statements and solve any discrepancies
- Copies of all invoices forwarded to AR for billing
- Assisting with expense invoice processing
Pay: $17.00 - $23.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
