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Administrative Coordinator
2 months ago
The Administrative Assistant will play a crucial role in ensuring the smooth operation of our office by providing administrative support, managing day-to-day tasks, and maintaining efficient workflows. This role requires a high level of organization, attention to detail, and excellent communication skills.
Key Responsibilities:- Office Management: Coordinate office activities and operations to ensure efficiency and adherence to company policies. Maintain office supplies and equipment; order new supplies as needed.
- Administrative Support: Assist with daily administrative tasks, including answering phones, managing correspondence, checking and distributing mail, scheduling meetings, preparing documents, and filing paperwork.
- Data Entry and Record Keeping: Maintain accurate records, databases, and files, including employee records, vendor information, and other documentation. Handle data entry tasks and ensure data accuracy.
- Scheduling and Calendar Management: Organize and schedule meetings, appointments, and travel arrangements. Prepare meeting agendas, take minutes, and follow up on action items.
- Communication: Serve as the point of contact for internal and external communications, providing prompt and professional responses to inquiries.
- Support to Leadership: Assist management with administrative tasks, special projects, and other ad hoc duties as needed.
- Invoicing and Billing: Assist in preparing and processing invoices, tracking payments, and coordinating with the finance department to ensure timely and accurate billing.
- Mail Handling: Receive, sort, and distribute incoming mail and packages. Prepare outgoing mail and coordinate shipping and deliveries.
- File and Paperwork Submission: Submit and organize files and paperwork to ensure proper documentation and record-keeping.
- Event Coordination: Plan and coordinate company events, meetings, and conferences.
- Education: High school diploma or equivalent required; associate's or bachelor's degree preferred.
- Experience: Minimum of 2 years of experience in an administrative or office support role preferred.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software or tools.
- Communication Skills: Strong written and verbal communication skills.
- Organizational Skills: Excellent organizational and time-management abilities, with attention to detail and accuracy.
- Problem-Solving: Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
- Interpersonal Skills: Strong interpersonal skills with a customer service mindset and ability to work well in a team.
- Experience with project management or event planning.
- Knowledge of basic accounting or bookkeeping principles.
- Familiarity with data entry and maintaining databases.
- Paid time off and holidays
- Retirement plan options
- Opportunities for professional development and growth
