Administrative Assistant

Job Description Role and Responsibilities

COMMUNICATION As an Administrative Officer, you must have strong communication skills to complete your job duties in an effective manner. From answering the phones to writing emails to interacting with employees and managers. As a professional, you should be able to relay information clearly and concisely to others. Here are common administrative duties that you will be expected to relate and communicate:

• Answering and transferring phone calls
• Taking phone messages from clients
• Sending emails to clients
• Forwarding emails from clients to the appropriate recipients
• Handling client concerns and complaints
• Business correspondence
• Greeting visitors in the office
• Sending emails
• Completing customer service tasks such as placing orders for customers and explaining products and services
• Communicating with upper management
• Communicating with other employees

SCHEDULING AND DISPATCHING

The following are the most common scheduling tasks you will be expected to perform:

• Schedule trips for each driver on a daily basis
• Address schedule concerns and issues
• Address drivers concerns and issues and work closely with management to find a solution
• Coordinating events, such as planning office parties or client dinners
• Scheduling appointments for clients using company assigned scheduling platform (MediRoutes e.t.c)
• Scheduling appointments for supervisors and/or employers
• Planning team or company-wide meetings
• Planning company-wide events, such as luncheons or out-of-office team-building activities
• Scheduling conference or meeting rooms for in-office meetings
• Using tracking software (Company provided) to track and monitor fleet vehicles, monitor fleet health and conditions
• Report and mitigate any scheduling conflicts
• Work closely with drivers on daily schedules

RECRUITMENT: You will assist management in all hiring endeavors, including but not limited to:

• Posting and editing job descriptions (facebook, really or any other platform)
• Communicate with applicants during post-application process
• Assist with Scheduling interviews based on post-application communications
• Conduct and/or assist with interviews
• Conduct interview reach backs
• Assist in keeping a list of interested/potential candidates

ONBOARDING: Welcoming new hires to the office and show them around so they can get acquainted with the workspace, vehicles, and work resources

Providing new employees with all relevant documentation needed, such as paperwork that needs to be completed during the first weeks of employment and training, and information regarding office policies and procedures and employee benefits/bonuses if any.

Introducing the new employee to other employees and members of the team
Demonstrating how company wide software work (etc, Slack, Bento, MediRoutes)

Vehicles and Maintenance

• Regularly inspect vehicles for compliance, safety, and cleanliness
• Ensure drivers are following INcare LLC vehicle compliance rules and regulations
• Maintain a record of fleet maintenance and repairs
• Maintain a record of fleet maintenance and repair cost
• Meet with state compliance inspectors when necessary

Skills

• Proven experience as an administrative assistant or office admin assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an Dispatcher, scheduler, Administrative assistant or Secretary will be a plus

Job Types: Full-time, Contract

Pay: $600.00 per week

Schedule:

• 8 hour shift
• On call
• Weekend availability

Supplemental Pay:

• Tips

Application Question(s):

• Will you submit to a State and Federal Backgroud check?

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

License/Certification:

• Driver's License (Preferred)

Work Location: One location