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Project Management Assistant
2 months ago
Position Summary: The Administrative Assistant plays a vital role in supporting the operational functions of the organization.
Essential Duties:
- Manage and redirect customer inquiries, ensuring they reach the appropriate team members.
- Maintain organized records for the project management division.
- Handle incoming calls and direct them accordingly.
- Schedule and coordinate appointments effectively.
- Organize meetings for project management teams.
- Draft and disseminate various forms of correspondence including emails, memos, and letters.
- Assist in the preparation of regular reports.
- Establish and uphold a systematic filing system.
- Procure office supplies and explore new vendor options.
- Keep updated contact lists.
- Prepare and reconcile expense reports.
- Provide general assistance to visitors and clients.
- Act as the liaison for internal and external stakeholders within the project management team.
- Prepare documentation for departmental records.
- Process necessary documentation for federal loans.
- Ensure compliance with DMV and D.O.T documentation for product delivery.
- Log all equipment necessary for delivery in departmental files.
- Oversee bus title and registration compliance.
- Synthesize diverse information effectively.
- Manage challenging customer interactions with professionalism.
- Operate within the allocated budget.
- Adhere to organizational values and standards.
- Adapt to frequent changes and unexpected situations.
- Prioritize and plan work tasks efficiently.
- Follow safety and security protocols diligently.
- Perform additional duties as assigned.
Qualifications:
To excel in this role, candidates must demonstrate the ability to fulfill essential responsibilities effectively. The qualifications listed below represent the necessary knowledge, skills, and abilities required for success.
Education and Experience:
A high school diploma or equivalent, along with one to three years of relevant experience or training, is preferred.
Language Proficiency:
Ability to read and understand simple instructions and correspondence. Proficient in writing basic correspondence and presenting information clearly in small group settings.
Mathematical Skills:
Competence in basic arithmetic operations and the ability to interpret data through graphs.
Reasoning Skills:
Ability to apply common sense to execute detailed instructions and solve problems with concrete variables.
Technical Skills:
Proficient in Microsoft Office Suite, including Excel and PowerPoint.
Certificates and Licenses:
Not applicable.
Supervisory Role:
This position does not involve supervisory responsibilities.
Work Environment:
The characteristics of the work environment are typical of those encountered while performing the essential functions of this position. Reasonable accommodations may be made for individuals with disabilities.
Physical Requirements:
While performing the duties of this job, employees are regularly required to stand, walk, sit, use hands for various tasks, and communicate effectively. The role may require occasional lifting of up to 50 pounds and involves specific vision abilities.
