Administrative Support Specialist

4 weeks ago


Livermore, California, United States Dynamic Office & Accounting Solutions Full time
Job Description

Dynamic Office & Accounting Solutions is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As the first point of contact, you will be responsible for professionally greeting and receiving visitors, managing front desk operations, and ensuring a welcoming atmosphere.

Key Responsibilities
  • Front Desk Management: Serve as the primary point of contact, greeting visitors, and ensuring a positive first impression.
  • Call Handling: Efficiently answer and direct phone calls, providing courteous assistance and ensuring inquiries are routed to the appropriate team members.
  • Task Coordination: Organize and track office-related tasks, including equipment management, event coordination, maintenance scheduling, and document organization.
  • Building Liaison: Act as the go-to person for building-related issues, ensuring the office remains functional and well-maintained.
  • Mail and Delivery Oversight: Manage all incoming and outgoing deliveries, including courier services and mail distribution, to ensure timely and accurate handling.
  • Office Appearance Management: Assist in maintaining a tidy and organized office environment, contributing to a professional and efficient workspace.
  • Meeting and Event Support: Set up and clean up for meetings and events, ensuring that logistics run smoothly.
  • Vendor Relations: Handle product and supply orders, liaising with vendors and service providers to ensure office needs are met efficiently.
  • Data Management: Maintain and enter data into databases, spreadsheets, and systems, ensuring records are accurate and up to date.
  • Financial Admin Support: Process, reconcile, and enter expense reports and time sheets into the billing system, ensuring timely financial tracking.
  • Schedule and Travel Coordination: Organize schedules and travel arrangements for team members, including managing itineraries and accommodations.
Requirements
  • High School Diploma or Equivalent: A foundation for success in this role.
  • MS Office Pro: Proficiency in Word, Excel, PowerPoint, and Outlook is required.
  • Organized and Proactive: A strong work ethic and a go-getter mentality are essential.
  • People Person: Excellent customer service and interpersonal skills are necessary for building positive relationships.
  • Experience in the Administrative World: Previous experience in a similar role will set you up for success.


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