Administrative Coordinator

3 weeks ago

Mountainside, New Jersey, United States Connections Personnel Full time
Job Title: Administrative Assistant

Connections Personnel is seeking a highly skilled and organized Administrative Assistant to join our team. As an Administrative Assistant, you will provide administrative support to the President/Vice President and assist with various tasks and projects.

Responsibilities:

  • Provide administrative support to the President/Vice President, including preparing proposals, sending proposals, and following up on proposals for Purchase Orders/customer questions.
  • Order parts and follow up on parts quotes.
  • Review and send Service Tickets to Customers as needed.
  • Follow up with employees to obtain Service Tickets as needed.
  • Act as a liaison between the Sales Team and Irving.
  • Call vendors to find parts and ensure paperwork/certs are in place for a given job.
  • Contact manufacturers for warranty issues.
  • Assist/complete JHA's and coordinate special projects as needed.
  • Schedule appointments and office meetings as needed.
  • Ensure the efficient operation of all office equipment by performing minor service duties and arranging for routine maintenance as needed.
  • Maintain the office supply inventory and order additional supplies as needed.
  • Troubleshoot and resolve computer problems by communicating with computer vendors.
  • Perform other related duties as assigned.
  • Maintain employee work/vacation schedules to ensure staffing needs are met in accordance with company policy and guidelines.
  • Process all COI, W9, and contracts as requested by the sales team.

Qualifications:

  • Associate degree
  • Dependable transportation
  • In-office work, non-remote

Skills:

  • Highly proficient in Microsoft Word, Excel, and Outlook
  • Types 75+ words a minute
  • Excellent writing and verbal skills
  • Ability to prioritize in a high-paced environment
  • Highly organized
  • Excellent telephone skills, friendly voice, easy to understand and listen to
  • Not afraid to talk to customers, vendors, employees at any time
  • Must be self-driven and highly motivated
  • Assertive and energetic personality
  • Fluent in English – Spanish a plus
  • Ability to multi-task
  • Out of the box thinker who can make recommendations for 'building a better mousetrap.'
  • Must return all phone calls and emails in timely fashion (within 24 hours)
  • Work as a team with office personnel
  • Must be flexible in building this position, willing to learn new skills
  • Winning attitude, ability to multi-task, and detail-oriented
  • Good mathematical skills

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