Administrative Assistant

Salary: $50-60k

Job Title: Administrative Assistant

Job Overview

We are seeking a highly organized and detail-oriented Administrative Assistant to provide comprehensive administrative support across the office. The ideal candidate will assist with a variety of tasks including handling communications, maintaining office records, supporting accounts payable, and managing the front desk. This role requires strong multitasking abilities, excellent communication skills, and a team-oriented approach.

Key Responsibilities

Administrative Support:

Operate the company's phone lines, responding to and directing calls as needed. Handle all incoming emails as instructed and manage outgoing mail.

Calendar Management

Maintain an up-to-date log of Project Managers’ site schedules.

Office Maintenance

Assist in maintaining office cleanliness and ensure the office environment is organized. Manage office supply inventory and place orders as needed.

Customer Service

Serve as the first point of contact for visitors at the front desk, greeting and directing them professionally.

Record Keeping

Maintain organized office records and assist with document management.

Filing, Scanning, Data Entry

Organize and maintain an accurate filing system, ensuring documents are scanned and stored appropriately. Enter data into spreadsheets, databases, and other systems with accuracy and attention to detail.

Accounting Support

Provide entry-level accounting assistance, specifically accounts payable support. Review and process AP invoices in line with company policies, meeting monthly deadlines.

Departmental Support

Offer administrative support to various departments as needed. Be cross-trained to act as backup for other departments during absences or high-volume periods.

Qualifications And Requirements

Proficiency in computer literacy, including Microsoft Office Suite (Word, Excel, Outlook, etc.). Strong organizational skills to manage office operations effectively. Excellent phone etiquette and communication skills, both verbal and written. Prior experience as a clerk or accounting assistant role is preferred. Ability to multitask, prioritize, and manage workload efficiently in a fast-paced environment. Strong interpersonal skills and a team-oriented mindset. Flexibility and adaptability to handle changing priorities and tasks. Professionalism in correspondence and interactions with staff, customers, and external stakeholders.

Skills

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.). Strong time management and organizational skills. Excellent teamwork and communication abilities. Attention to detail and accuracy in data entry. Flexibility to adapt to new tasks and environments.

Work Environment: This position operates in a fast-paced office environment, requiring a balance between independent work and team collaboration.