Administrative Assistant

Administrative Assistant

AlffCo, a premier provider of comprehensive facility management solutions nationwide, is dedicated to delivering innovative, sustainable, and client-focused services. As we continue to grow, we are seeking a highly organized and proactive Administrative Assistant to provide essential support to the team and ensure seamless day-to-day operations.

This role involves managing schedules, coordinating meetings, handling administrative tasks, and supporting internal departments to maintain efficiency. The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to maintain confidentiality while fostering a collaborative and professional work environment.

Essential Functions of the Role

Administrative Support:

• Answer phone calls, respond to emails, and provide timely assistance to clients and vendor managers with questions.
• Perform data entry and administrative tasks across Accounting, Human Resources, and Operations departments.
• Draft, edit, and distribute correspondence, reports, and presentations.

Scheduling and Coordination:

• Manage calendars, schedule meetings, and resolve scheduling conflicts efficiently.
• Coordinate shipping, mailings, meetings, and other internal and external correspondence.

Operational Tasks:

• Manage and source office supplies, equipment, and inventory to support smooth office operations.
• Support department leaders with special projects as needed.

Client and Vendor Interaction:

• Serve as a point of contact for clients and vendor managers, addressing questions and concerns promptly.

Professionalism and Confidentiality:

• Handle sensitive information with discretion and professionalism.
• Represent the company's values through all communications and interactions.

Additional Support:

• Assist in organizing internal meetings and events, including preparing materials and coordinating logistics.
• Perform other related duties as assigned to support team and organizational needs.
• Complete any other tasks or responsibilities as assigned by leadership.

Other Responsibilities:

• Perform additional duties as assigned.
• Adhering to AlffCo values and professionalism
• Weekends/nights may be required

Requirements:

Required Skills and Knowledge:

Communication and Interpersonal Skills:

• Strong verbal and written communication skills, with the ability to greet visitors, clients, vendors, and colleagues in a friendly and outgoing manner.
• Ability to proofread documents for accuracy and professionalism.

Technical Proficiency:

• Proficient in Microsoft Office Suite (Excel, Word, SharePoint) or similar software.
• Basic understanding of office equipment, including printers, scanners, and phone systems.

Clerical and Organizational Skills:

• Basic understanding of clerical procedures and systems, such as recordkeeping and filing.
• Ability to type at least 50 words per minute (WPM) with accuracy.
• Strong organizational and prioritization skills, with the ability to manage multiple tasks efficiently.

Problem-Solving and Independence:

• Ability to work independently with minimal supervision and identify, analyze, and solve problems proactively.

Professionalism and Adaptability:

• Ability to adapt to changing priorities and deadlines while maintaining a high level of professionalism and confidentiality.
• Ability to work in an office setting; this is not a remote position.

Time Commitment:

• Ability to work full-time, Monday through Friday, with office hours of 8:00 AM to 4:30 PM.

Attention to Detail:

• Strong focus on accuracy and thoroughness in all tasks, including data entry and document preparation.

Customer Service Orientation:

• Demonstrated ability to provide responsive and professional support to clients, vendors, and team members.

Desired Qualifications:

• High school diploma or equivalent required; an associate's degree in business administration, Office Management, or a related field is preferred.
• 2+ years of experience in an administrative support role, preferably in a professional office setting.
• Previous experience working with clients, vendors, or multiple departments is a plus.
• Experience using office equipment, including multi-line phone systems, printers, and scanners.
• Basic understanding of facility management, construction, or related industries is advantageous.
• Proven ability to manage multiple priorities while meeting deadlines.
• Strong problem-solving skills and a proactive approach to tasks and challenges.
• Strong customer service orientation with a collaborative and approachable demeanor.
• Demonstrated ability to adapt to evolving work environments and responsibilities.

Computer Skills:

• Extensive knowledge of database programs, proficient navigation of communication such as basic knowledge of Salesforce and proficient in Microsoft Office applications, Teams, and SharePoint.

Why Join AlffCo?

At AlffCo, we value leadership, innovation, and attention to detail. As part of our team, you'll have the opportunity to work with a company that cares about its clients and employees, while enjoying the freedom to grow professionally in a dynamic and supportive environment.

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