Administrative Professional

Administrative Professional

In this role, candidates would be seen as the first point of contact for the company and supports the office personnel as both a resource and leader. Demonstrate skills in management practices, administrative processes, and procedures, including strong leadership, organizational, prioritizing, and problem-solving skills while making it a priority to work harmoniously with individuals while maintaining a commitment of professionalism. The administrative assistant's core duties, required knowledge, abilities, and skills include the following:

• Work independently and organize complex clerical tasks
• Ability to be flexible and adaptable in a variety of situations
• Meet strict timelines and perform multiple tasks
• Cost consciousness
• Welcome all visitors by greeting them, in person or on the phone
• Communicating in a positive and effective manner with staff, vendors, subcontractors, and visitors
• Answer phone calls and transfer them appropriately, check the office voicemail and fax inbox
• Distribute all incoming mail/packages and prepare all outgoing mail
• Maintain the conference room calendar
• Ensure that common areas are organized and operational, front desk area, conference rooms, and kitchen area
• Keep office supplies stocked - taking inventory/ordering supplies, order toner for office printers and send empty toner out to be recycled
• Maintain various informational lists within the office
• Various data entry as needed
• Upload Owner Contracts for the region
• Manages, schedules, and arranges meetings and travel for office employees
• Spearheads special projects for the staff within budget by organizing and coordinating information and requirements; planning, arranging, and meeting deadlines
• Builds and maintains strong internal and external relationships
• Develops and maintains procedure guidelines for areas of responsibility
• Manages training and development for team including but not limited to, ensuring compliance with company standards and procedures.
• Collaborates with regional administrative assistants to increase efficiency, productivity, and time management & cost consciousness
• Maintain a high level of confidentiality and commitment of professionalism
• Communicate clearly and concisely in both written and oral form
• Performing other duties assigned

Required Skills:

• 5+ years in the administrative and office environment
• Excellent time management skills and the ability to prioritize work
• Strong organizational skills with attention to detail
• Communicate clearly and concisely in both written and oral form
• Maintain a high level of confidentiality and commitment of professionalism
• Ability to work independently
• Remain calm under trying circumstances and work with frequent interruptions
• Knowledge and proficiency in the use of technology (i.e., computers, Microsoft Office Suite, MS Teams, Multi-line phone system, Adobe and/or Bluebeam, General Office Equipment such as copier/scanner, etc.)