What are the responsibilities and job description for the Administrative assistant position at Smith Industrial Services?
Job Title: Administrative Assistant
Department: Administration
Reports to: HR Manager
Status: Non-Exempt
Summary of Position: The Administrative Assistant will be responsible for greeting clients, new hires, and guests. This position will also be responsible for other administrative duties, such as answering phones and emails, filing, scanning important documents, and scheduling calendar events for staff members. The ideal candidate will have previous administrative experience, strong communication and customer service skills, and excellent organization.
Essential Functions:
- Greet guests as they arrive.
- Keep track of the sign-in sheet and all guests
- Answer phone calls and emails from clients/ managers/ vendors
- Maintain calendars for the office and coworkers.
- File essential documents and keep them well organized.
- Perform other clerical duties necessary to keep the office running.
- Enter new hires and certifications into database.
- Assist with new hire orientation as needed.
- Keep the front desk and lobby organized and neat.
- Assist applicants with applications and onboarding.
- Works when scheduled and complies with company attendance policy.
- Attends all safety and health training, as required.
- Observe and practice all safety procedures and personal policies.
Skills, knowledge, and abilities: (these are required to enable job holders to perform the job's essential functions).
- Excellent verbal and written communication skills.
- Excellent interpersonal skills with good negotiation tactics.
- Ability to interact effectively with colleagues, supervisors, and applicants.
- Ability to communicate and use emotional intelligence to work through challenges and issues.
- Proactive and independent with the ability to take the initiative.
- Excellent time management skills with a proven ability to meet deadlines.
- Proficient with Microsoft Office Suite or related software.
- Must possess a safety-first attitude.
- Must be a team player with a positive attitude.
- Must be able to use applied knowledge to formulate positive solutions to problem situations.
- Must be able to read, write and communicate in English effectively.
- Must be able to work well under pressure and manage priorities.
- Must be able to demonstrate organizational skills and attention to detail.
- Must be able to lift and carry up to 15 lbs. occasionally with or without assistance.
- Must be able to sit for prolonged periods at a desk and work on a computer.
- Must be able to stand and walk throughout the day.
- Must be adaptable to change with short notice.
Marginal Functions: (Duties that are likely to be assigned to this person unless they prove unable to perform them after receiving training and/or accommodations that the company judges appropriate).
- Other duties as assigned.
- Participates in training as directed.
- Support of all administrative functions
Experience/Education: 2-4 years of experience as a Receptionist/ Administrative or similar role required. Must possess a professional, courteous demeanor on the phone and in person. Must be able to pass a non-DOT drug test and background check.
Work conditions: Activities occur inside and outside. Office location; sits for long periods, using telephones and computers.
Smith Industrial Services is an Equal Opportunity-Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.
I have read and understand this job description and agree that I am able to fulfill the essential functions as stated above with or without accommodation. I further understand that it is my responsibility to request an accommodation, if necessary, to fulfill the essential functions of this position. Applicants that require accommodation in the job application process may contact 251-706-6401 for assistance.
Salary : $28,400 - $36,000
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