Administrative Assistant

3 weeks ago

Jacksonville, United States Robert Half Full time

We are seeking a dedicated Administrative Assistant who excels in people skills and customer service, bringing a kind and compassionate spirit to our team. This role is pivotal in ensuring the smooth operation of our office and providing exceptional service to our clients and staff. The ideal candidate will be a warm, approachable, and proactive individual with a genuine passion for helping others and creating a positive environment.


Key Responsibilities:

1. Front Desk Management:

- Greet and Welcome Guests: Provide a friendly and professional greeting to all visitors, ensuring they feel welcomed and valued from the moment they enter our office.

- Answer and Direct Calls: Handle incoming phone calls with a courteous demeanor, directing inquiries to the appropriate departments or individuals efficiently.

- Manage Appointments: Schedule and coordinate meetings, ensuring that all parties are informed, and any necessary arrangements are made.

2. Customer Service Excellence:

- Assist Clients: Respond to client inquiries in a timely and helpful manner, addressing their needs with empathy and patience.

- Resolve Issues: Handle customer complaints or issues with a calm and problem-solving approach, ensuring that clients leave satisfied and valued.

- Follow-Up: Conduct follow-up calls or emails to ensure that clients are satisfied with services and address any additional needs they may have.

3. Administrative Support:

- Document Management: Maintain organized records and files, ensuring that all documents are easily accessible and up-to-date.

- Correspondence: Draft, proofread, and send emails, letters, and other forms of communication with a professional and friendly tone.

- Office Supplies: Monitor and order office supplies as needed, ensuring that the office is well-stocked and prepared for daily operations.

4. Team Collaboration:

- Support Staff: Provide administrative support to various departments as needed, assisting with tasks such as data entry, report preparation, and scheduling.

- Team Spirit: Foster a positive and inclusive atmosphere within the office, encouraging teamwork and cooperation among staff members.

- Event Coordination: Assist in planning and organizing company events, meetings, and other activities, ensuring that all details are managed effectively.

5. Personal Qualities and Skills:

- Empathy and Compassion: Demonstrate a genuine care for others, showing empathy in interactions and striving to understand and meet the needs of clients and colleagues.

- Communication Skills: Possess excellent verbal and written communication skills, able to convey information clearly and concisely.

- Problem-Solving: Exhibit strong problem-solving skills, able to think on your feet and handle unexpected situations with grace.

- Professionalism: Maintain a high level of professionalism in all interactions, representing the company with integrity and respect.


Qualifications:

- Education: High school diploma or equivalent required; additional education or training in office administration or customer service is a plus.

- Experience: Previous experience in an administrative role or customer service position preferred.

- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office equipment (printers, copiers, fax machines).

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