Administrative Support Specialist

2 weeks ago

Oakland, California, United States David E. Quan Agency, Insurance Brokers, Inc Full time
Job Overview

Status: Non-Exempt

Position Summary: The Administrative Support Specialist serves as the essential hub of our dynamic office environment. This role is pivotal in ensuring seamless operations, allowing our professional team to concentrate on their primary responsibilities.

  • Facilitates Connections: Acting as the initial point of contact for visitors, phone inquiries, emails, and virtual meetings, they efficiently direct communications to the appropriate team members.
  • Enhances Information Flow: Responsible for receiving, processing, and disseminating information internally, they ensure that all team members have the necessary resources to operate effectively. This includes managing incoming corporate data, coordinating calendars and meetings, tracking ongoing tasks, and generating reports.
  • Ensures Operational Continuity: They undertake a variety of administrative functions that are crucial for maintaining office efficiency, such as procuring office supplies and arranging travel logistics.
  • Offers Comprehensive Support: Serving as a key support resource for the entire office staff, they assist with various tasks, troubleshoot issues, and help keep projects on schedule.

Key Responsibilities:

  • Manage and redirect phone calls, emails, and text communications
  • Compose and distribute correspondence, including memos, letters, faxes, and forms
  • Perform data entry tasks, including scanning and filing incoming communications; update and uphold office policies and procedures
  • Maintain databases, including corporate CRM systems and ticketing requests
  • Act as a liaison for both internal and external clients
  • Oversee office supply inventory and vendor relationships
  • Coordinate and schedule appointments
  • Provide general assistance to visitors
  • Support various ad-hoc tasks as needed

Qualifications:

  • Demonstrated experience as an administrative assistant, virtual assistant, or office administrator
  • Familiarity with office management systems and procedures
  • Proficient in MS Office applications, particularly MS Excel and MS Word
  • Exceptional time management abilities with a strong capacity to prioritize tasks
  • Detail-oriented with strong problem-solving capabilities
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to manage multiple tasks simultaneously
  • Basic knowledge of office equipment, such as printers and fax machines
  • High School diploma required
  • Additional qualifications as an Administrative Assistant or Secretary are advantageous

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