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Administrative Coordinator

2 months ago

Austin, Texas, United States Synagro Full time
Job Summary

Synagro is seeking an experienced Administrative Assistant to provide high-level administrative support to our team. As an Administrative Assistant, you will be responsible for providing secretarial and administrative support of a moderately complex and confidential nature.

Key Responsibilities:
  • Administrative Support: Provide administrative support to the team, including answering phone calls, greeting visitors, and responding to emails.
  • Document Management: Review, process, and track vendor invoices for payment, and assist with identifying and resolving vendor invoice discrepancies.
  • Financial Management: Enter material load information utilized in client billing and state and federal compliance reporting, and track all financial items that impact the project.
  • Scheduling and Organization: Schedule and organize meetings, conference calls, business travel, conferences, and team activities.
  • Communication: Assist and communicate with various departments, with the ability to prioritize tasks assigned simultaneously by multiple departments.
  • Expense Management: Submit business expenses and payroll as needed.
  • Operations Management: Track operations information, order, organize, and maintain office supplies and equipment.
  • Brand Ambassador: Serve as a brand advocate and ambassador in every interaction with clients and the public.
Requirements:
  • Confidentiality: Handle confidential and non-routine information, explain policies, and know how to appropriately use discretion.
  • Communication Skills: Strong written and verbal communication skills and be able to effectively communicate with all levels of personnel, including executive management.
  • Interpersonal Skills: Demonstrated strong interpersonal, problem-solving, and relationship-building skills.
  • Time Management: Ability to prioritize and multi-task while applying attention to detail.
  • Process Orientation: Process and systems oriented.
  • Adaptability: Ability to work in a fast-paced environment, process work rapidly, set priorities, work under pressure, and follow through with assigned tasks.
  • Technical Skills: Technology savvy; knowledgeable about modern technology, proficient in Microsoft Office.
  • Math Skills: Ability to perform basic math.
Education and Experience:
  • Education: Minimum High School Diploma or equivalent (GED) required.
  • Experience: Minimum 5 years Administrative Assistant experience preferred.
Working Conditions:
  • Physical Demands: Talking, hearing, seeing, standing, sitting, and walking.
  • Work Environment: The worker is not substantially exposed to adverse environmental conditions.
  • Atmospheric Conditions: The worker may be subjected to atmospheric conditions.