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Administrative Support Specialist

2 months ago

San Bernardino, California, United States NEXGENS Full time
Job Summary

NEXGENS is seeking a highly organized and detail-oriented Administrative Support Specialist to join our team. As an Administrative Support Specialist, you will provide administrative support to our staff and management, ensuring the smooth operation of our office.

Key Responsibilities
  • Administrative Support
    • Provide administrative support to staff and management, including answering phone calls, taking messages, and handling general inquiries.
    • Greet and assist visitors in a professional and courteous manner.
    • Manage incoming and outgoing mail, emails, and other correspondence.
    • Prepare and edit documents, reports, and presentations as needed.
  • Scheduling and Coordination
    • Schedule and coordinate appointments, meetings, and events.
    • Maintain and update calendars for staff and management.
    • Assist with travel arrangements and itineraries.
  • Record Keeping and Documentation
    • Maintain accurate and up-to-date filing systems, both electronic and paper.
    • Organize and store documents, records, and files in an easily accessible manner.
    • Assist with data entry and ensure that all records are accurate and complete.
  • Office Management
    • Order and maintain office supplies and inventory.
    • Ensure that office equipment is properly maintained and serviced.
    • Assist with basic bookkeeping tasks, such as processing invoices and tracking expenses.
  • Communication and Collaboration
    • Communicate effectively with staff, clients, and vendors.
    • Provide general support to the team, including assisting with special projects.
    • Collaborate with other departments to ensure smooth operations.
  • Compliance and Procedures
    • Adhere to company policies and procedures.
    • Maintain confidentiality of sensitive information.
    • Assist with the development and implementation of office policies and procedures.
Qualifications
  • Education and Experience
    • High school diploma or equivalent required; an associate's or bachelor's degree in a related field is a plus.
    • Previous experience in an administrative or clerical role preferred.
  • Skills and Abilities
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
    • Strong organizational and time management skills.
    • Excellent verbal and written communication skills.
    • Ability to multitask and prioritize tasks effectively.
    • Attention to detail and accuracy.
    • Basic understanding of bookkeeping and office management practices.

NEXGENS is an equal opportunity employer and welcomes applications from diverse candidates.