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Office Administrative Coordinator
2 months ago
IntePros is currently seeking an Administrative Specialist to support one of our esteemed clients. This role involves providing comprehensive administrative assistance to both staff and management within a branch office environment. The position operates under the guidance of the Office Administrator or Branch Manager.
Key Responsibilities:
- Provide administrative support to staff and management with various tasks.
- Organize and manage business activities, including travel arrangements, client and staff meetings, and conferences.
- Serve as a liaison with travel agencies and car rental services as required.
- Assist in planning employee events and functions. Draft and format correspondence, reports, and documents related to projects and client matters, ensuring accuracy in spelling, grammar, and format.
- Prioritize and manage information and communication; maintain logs and databases.
- Prepare proposals and reports to meet project deadlines; coordinate reproduction needs and other project-related tasks.
- Support the processing of timesheets and expense reports as necessary.
- Collaborate with the Regional Finance Manager on branch accounting tasks, including managing local operating accounts and accounts payable.
- Maintain the Branch Library and associated databases.
- Coordinate service calls for equipment maintenance and repairs.
- Act as the primary contact for vendors supplying office and field materials; keep records of vendor agreements.
- Facilitate communication between branch personnel and property management for office maintenance.
- Respond to requests for assistance from branch and corporate management.
- Assist in training new administrative staff.
- Perform receptionist duties as needed.
- Run routine errands as required.
- Execute related tasks as necessary.
Required Knowledge, Skills, and Abilities:
- Proficient in Windows-based software, including Word, Excel, and PowerPoint, with experience in word processing and database management.
- Understanding of office operations, accounting practices, and administrative procedures.
- Ability to read and interpret instructions and correspondence; capable of writing clear communications and presenting information effectively.
- Mathematical skills to perform basic calculations accurately.
Experience and Training:
- High school diploma or GED with two to three years of relevant administrative experience; typing proficiency of 40 to 50 words per minute.
- Experience with office equipment and software, or a combination of education and experience that equips the candidate with the necessary skills for the role.
Physical Requirements:
- Regularly required to use hands for various tasks; must be able to communicate verbally and audibly. Frequent sitting and standing are necessary, along with occasional stooping or kneeling. Ability to lift up to 25 pounds is required.
Working Conditions:
- This position is primarily office-based, with exposure to moderate noise levels.
- Driving may be required for company-related tasks.
At IntePros, we are committed to fostering an inclusive environment and providing comprehensive benefits to support your well-being and professional growth.