Administrative Assistant

We are seeking an Office Administrative Assistant to manage the front desk of our office in Westhampton. This is a key role for us, as this position is the company’s first point of contact for our clients, partners and vendors. We are looking for an energetic individual who is well-organized, communicates well and practices excellent time management skills. In addition, this individual should have top-notch customer service skills and be a problem solver.

RESPONSIBILITIES:

• Answers and transfers phone calls, screening when necessary
• Welcomes and directs visitors and clients
• Maintains filing systems as assigned
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Responds to and resolves administrative inquiries and questions
• Coordinates and schedules travel, meetings, and appointments for managers or supervisors
• Prepare agendas and schedules for meetings as needed
• Maintains office supplies and coordinates maintenance of office equipment
• Order supply for yards and field workers, including uniforms, handheld equipment, etc.
• Oversees distribution of the mail
• Oversee the organization and planning of all charitable donations. Create process for requests for donation to be submitted and reviewed
• Oversee Conference registrations; review process registration forms, review all travel arrangements if required, all restaurant reservations if required
• Oversee the organization and maintain the permits and renewal calendar
• Oversee Membership renewals (ex. ASLA, Garden Conservancy, etc.)
• Manage the renewal of all permit registrations/2290/special permits annually
• Manage the renewal of landscaper/contractor permits as needed
• Enter cash receipts

QUALIFICATIONS:

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Proficient in Microsoft Office Suite or related software
• Excellent organizational skills and attention to detail
• Basic understanding of clerical procedures and systems such as recordkeeping and filing
• Ability to work independently
• Spanish language proficiency a plus