Administrative Assistant

Administrative Support Specialist

Schedule: MondayFriday, 8:00 AM4:00 PM

Overtime: May be available depending on workload

Interview Process: Onsite interview

Position Summary

We are seeking a detail-oriented Administrative Support Specialist to provide administrative, records management, and document control support.

This position is responsible for accurately scanning, filing, organizing, and maintaining physical and electronic records. The Administrative Support Specialist will ensure documents are properly archived, easily accessible, and stored in accordance with established company procedures.

The ideal candidate is highly organized, detail-oriented, comfortable working with computer systems, and capable of managing a high volume of documents and records accurately.

Key Responsibilities

Document Management & Scanning

• Scan and digitize documents, records, and lot-related paperwork using company scanning equipment.
• Review scanned documents to ensure they are legible, complete, and accurate.
• Label and upload electronic documents into designated folders and document management systems.
• Create and maintain organized electronic folder structures.
• Ensure documents are stored in the appropriate locations for efficient retrieval.
• Sort, categorize, file, and archive records according to established procedures.

Records & Filing

• Maintain accurate physical and electronic filing systems.
• Assist with tracking and maintaining lot documentation and associated records.
• Organize records to ensure information can be easily located and retrieved.
• Maintain accurate and up-to-date documentation.
• Follow established records retention and document management procedures.

Administrative Support

• Perform data entry and update records within company systems.
• Assist with document preparation and general administrative activities.
• Process and organize files and documentation in a timely manner.
• Manage multiple administrative tasks while maintaining accuracy.
• Collaborate with team members to ensure documents and records are processed on schedule.

Confidentiality & Data Accuracy

• Maintain confidentiality and security of company information and records.
• Ensure accuracy and completeness of entered and scanned information.
• Follow established company procedures for handling sensitive documentation.
• Identify and correct filing or documentation discrepancies when necessary.

Qualifications

Required

• High school diploma or equivalent.
• Basic computer and data entry skills.
• Proficiency with Microsoft Office, including: Word, Excel, Outlook.
• Strong organizational skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize and manage multiple tasks.
• Ability to work independently as well as collaboratively within a team.
• Strong communication and professionalism.

Preferred

• Previous experience in: Administrative Support, Clerical Support, Records Management, Document Control, Data Entry, Filing or Document Scanning.
• Experience using scanning equipment.
• Experience with electronic document management systems.

Key Competencies

• Attention to Detail
• Organization & Time Management
• Records Management
• Data Accuracy
• Computer Proficiency
• Communication Skills
• Confidentiality & Professionalism

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to occasionally lift file boxes and documents weighing up to 25 pounds.
• Frequent use of computers, scanners, and other standard office equipment.