Health Genesis, located in Davie, FL, is a manufacturer and distributor of vitamins, minerals, superfoods and supplements. Our Mission is to favorably contribute to nutrition and health through development, production and marketing of natural products with the utmost in quality. The company is looking for an experienced, multifaceted individual to function as an Administrative Assistant. The position reports to the President/CEO.
Responsibilities and Duties
1.1. Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
1.2. Answering and directing calls to appropriate executives and parties, taking messages.
1.3. Greeting visitors and determining access to appropriate parties.
1.4. Overseeing administrative policies within an organization and within the office; recommending changes as appropriate.
1.5. Support HR with hiring, onboarding, and training tasks, assist in the maintenance of employee files, as well as in HR document creation (job offers, job descriptions, position specifications, and performance reviews)
1.6. Opening, sorting, and distributing correspondence, including email, faxes, and snail mail.
1.7. Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
1.8. Prepare reports, collect, and analyze information; prepare presentations.
1.9. Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes.
1.10. Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
1.11. Creation and confirmation of Purchase Orders
1.12. Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment.
1.13. Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry. Participate in societies relative to the business.
1.14. Data entry; Proficient in MS Word, Excel, Outlook. Perform filtering and sorting of data, V-lookup, and other functions.
1.15. Work with management on continuous trainings for employees on compliance policies and procedures, arrange for setup on new computers and logging of new employees in database.
1.16. Meet with special interest groups or individuals on behalf of executives.
1.17. Prepare executive responses to routine memos, letters, or correspondence.
1.18. Prepare checks for signature and review.
1.19. Provide clerical and general office support to other offices. Delegate tasks and responsibilities to other staff members when appropriate.
1.20. Prepare and develop a records management system; maintain and recommend changes to records system when appropriate.
1.21. Interact with customers and vendors when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention.
1.22. Evaluate policies to ensure compliance with corporate rules and mission.
Qualifications and Skills
Exceptional attention to transactional details and timelines.
Able to prioritize and manage the workload, and as required, manage shifting priorities based on relevance and critical deadlines so that production needs are always met.
Able to effectively deal with a variety of conflicting issues and diplomatically solve them.
Able to collect data, establish facts, analyze evidence, define problems, and draw valid conclusions.
Minimum 2 years of office administration experience.
Experience in MS Office and ERP (NetSuite) software.
Agile learner.
Project management skills.
Research and reasoning skills.
Excellent interpersonal and communication skills, both verbal and written. Proficient in English; proficiency in Spanish is a plus.
Benefits
Major National Holidays paid after 3-month trial period; paid 2-week vacation at 1 year. Health Insurance, Vision and Dental offered.
'
Work Remotely
Pay: $18.00 - $20.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Preferred)
Work Location: In person
