Administrative Specialist

Job Description

Job Description

We are seeking a highly organized and detail-oriented Administrative Representative to support our office operations. The ideal candidate will possess strong computer skills, excellent communication abilities, and experience in assisting in multiple aspects of administrative positions. This role involves handling a variety of clerical tasks, managing schedules, and providing exceptional communication between teams. Proficiency in Office is a must, as well as experience with Google Workspace, and data entry and social media applications and marketing tools, such as Canva. The position offers an opportunity to work in a dynamic environment where organizational skills and professionalism are highly valued.

Responsibilities

• Fulltime hours M-F working out of our Dental office in West Covina
• Managing sensitive data in a timely fashion.
• Perform data entry, filing, and proofreading to maintain accurate records
• Schedule appointments and manage calendars using Microsoft Office and Google Workspace tools
• Building a social media presence and managing existing applications
• Assist with office management tasks such as supplies
• Support administrative functions like typing correspondence, organizing documents, and supporting personal assistants or medical reception duties if needed
• Coordinate meetings and events, ensuring proper organization and timely communication
• Maintain organization of files and records for easy retrieval and compliance purposes
• Develop and submit reports on business operations.

Requirements

Minimum 5 years experience

• Proven office management or clerical experience with strong organizational skills
• Proficiency in Microsoft Office (Word, Excel, Outlook), Canva or the like, Google Workspace, data entry, and general computer literacy
• Excellent customer service skills with professional phone etiquette and multi-line phone system handling
• Knowledge and experience in real estate commercial property management a plus
• Bilingual abilities are a plus for effective communication with diverse clients or staff
• Strong typing skills with attention to detail for proofreading and document accuracy
• Ability to manage time effectively in a fast-paced environment
• Previous experience as a personal assistant, or administrative support is advantageous
• College degree or equivalent required; additional office management or administrative certifications are a plus