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Administrative Assistant

2 months ago

Kansas City, United States EcoSafe Environmental Services Inc. Full time

Benefits:

Employee discounts

Opportunity for advancement

Paid time off

Wellness resources

Administrative Assistant needed in the Greater Kansas City area for an environmental consulting and testing company.

EcoSafe Environmental Services, Inc. is a woman-owned & operated, environmental consulting and testing company. We offer opportunities for advancement through external and company-provided training/experience. Every day our employees apply their diverse skills, expertise, and knowledge to our mission of environmental due diligence and delivering creative solutions that improve our world. We’ll support you as a valued member of our team, whether you’re established in your career or just starting out, through training programs, hands-on experience, mentoring opportunities, and guidance from respected industry leaders.

This is an entry-level position with local city/state travel required.

Job Summary:

The Administrative Assistant will play a crucial role in ensuring the smooth operation of our office by providing administrative support, managing day-to-day tasks, and maintaining efficient workflows. This role requires a high level of organization, attention to detail, and excellent communication skills.

Key Responsibilities:

Office Management: Coordinate office activities and operations to ensure efficiency and adherence to company policies. Maintain office supplies and equipment; order new supplies as needed.

Administrative Support: Assist with daily administrative tasks, including answering phones, managing correspondence, checking and distributing mail, scheduling meetings, preparing documents, and filing paperwork.

Data Entry and Record Keeping: Maintain accurate records, databases, and files, including employee records, vendor information, and other documentation. Handle data entry tasks and ensure data accuracy.

Scheduling and Calendar Management: Organize and schedule meetings, appointments, and travel arrangements. Prepare meeting agendas, take minutes, and follow up on action items.

Communication: Serve as the point of contact for internal and external communications, providing prompt and professional responses to inquiries.

Support to Leadership: Assist management with administrative tasks, special projects, and other ad hoc duties as needed.

Invoicing and Billing: Assist in preparing and processing invoices, tracking payments, and coordinating with the finance department to ensure timely and accurate billing.

Mail Handling: Receive, sort, and distribute incoming mail and packages. Prepare outgoing mail and coordinate shipping and deliveries.

File and Paperwork Submission: Submit and organize files and paperwork to ensure proper documentation and record-keeping.

Event Coordination: Plan and coordinate company events, meetings, and conferences.

Qualifications:

Education: High school diploma or equivalent required; associate’s or bachelor’s degree preferred.

Experience: Minimum of 2 years of experience in an administrative or office support role preferred.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software or tools.

Communication Skills: Strong written and verbal communication skills.

Organizational Skills: Excellent organizational and time-management abilities, with attention to detail and accuracy.

Problem-Solving: Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.

Interpersonal Skills: Strong interpersonal skills with a customer service mindset and ability to work well in a team.

Preferred Qualifications:

Experience with project management or event planning.

Knowledge of basic accounting or bookkeeping principles.

Familiarity with data entry and maintaining databases.

Benefits:

Paid time off and holidays

Retirement plan options

Opportunities for professional development and growth