Administrative Support Specialist

3 weeks ago


Raleigh, North Carolina, United States Seabreeze Management Company Full time
Job Description

We are seeking a highly skilled and organized Administrative Support Specialist to join our team at Seabreeze Management Company. As a key member of our team, you will provide administrative and staff support services to our General Manager.

This is a part-time position with an estimated salary of $30,000 - $40,000 per year. The schedule is 12 hours/week with the ability to work a flexible schedule that may include weekends and holidays.

Responsibilities:

  • Provide administrative and clerical support to the General Manager such as reports, letters/correspondence and forms.
  • Ensure that the telephone is answered properly and messages are handled courteously, accurately and in a timely manner.
  • Prepare board packets, spreadsheets and documentation needed for monthly Board of Director meetings.
  • Maintain calendars, contact lists and schedules: and conduct appropriate receiving and screening of calls and correspondence for the General Manager.
  • Send checks and coded invoices to Seabreeze. Track checks and make sure they have the necessary signatures.
  • Prepare, code and research invoices and check requests for payment of services or products related to office functions. May include C3 research and/or contacting vendors for additional information regarding past due statements or invoices.
  • Prepare drafts of Board Meeting minutes. Scan and file signed minutes upon Board approval.
  • Maintain phone lists for extensions, direct dial list, elevator phones, vendor emergency list and employee contact list.
  • Update procedures book as needed.

Requirements:

  • 3 – 5 years administrative experience
  • Excellent verbal and written business communication skills
  • Must utilize discretion in managing highly confidential or sensitive information
  • Strong interpersonal skills; able to work with all levels of management and clients
  • Proven ability to manage multiple tasks with competing priorities and deadlines
  • Ability to read, understand, and implement established policies and procedures
  • Advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint)


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