Administrative Support Specialist
1 day ago
Facility Solutions Group is seeking an experienced Administrative Assistant to join our team. As an Administrative Assistant, you will play a crucial role in supporting the smooth functioning of our office.
Key Responsibilities:- Maintain a well-organized and tidy office environment, including ordering and managing supplies.
- Coordinate office logistics and ensure equipment is in working order.
- Serve as the first point of contact for visitors, clients, and employees.
- Client management: Answering phones, directing calls, and sending emails on behalf of employees and managers.
- Manage and coordinate schedules, appointments, and meetings for team members.
- Arrange travel plans and accommodations as needed.
- Create, format, and edit documents, presentations, and reports.
- Assist with the preparation and distribution of internal and external communications.
- Perform accurate data entry into various systems and databases.
- Maintain organized and up-to-date records, files, and documentation.
- Arrange and prepare materials for meetings, including taking and distributing meeting minutes.
- Coordinate logistical details for internal and external meetings.
- Provide general administrative support to team members and managers.
- Assist in special projects and tasks as assigned.
- Coordinate travel arrangements, including booking flights, hotels, and transportation.
- Issue Purchase orders, receiving invoices, closing - processing invoices for accounts payable-accounts receivable.
- Prepare travel itineraries and ensure travel compliance.
- Assist in the preparation and submission of expense reports.
- Ensure accuracy and compliance with company policies.
- Coordinate visitor access and manage logistics for events and conferences.
- Assist in planning and executing company events.
- Clerical duties: Typing, photocopying, printing, scanning, and assisting in processing work orders.
- Correspondence: Producing and distributing memos, letters, faxes, and forms.
- General Reports: Open purchase orders reports - billing reports etc.
- Update the Accounts receivable dashboard.
- In-house branch HR duties, onboarding, and other duties as assigned.
- Proven experience as an administrative assistant or in a similar role.
- High school diploma or equivalent; additional education or certification in office administration is a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Comfortable learning and using new software and office equipment.
- Ability to handle sensitive information with confidentiality and professionalism.
- Experience in lighting and electrical a plus.
Facility Solutions Group is an EEO/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
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