Administrative Assistant

Title: Administrative Assistant

Duration : 3 months contract to hire

Salary: $22 - $25 an hr

Hours: 8am 5pm

POSITION OVERVIEW

The Administrative Assistant serves as the operational backbone of the office, providing essential administrative and clerical support across all departments. This role is the primary point of contact for visitors, clients, and vendors, and plays a key part in ensuring the smooth, professional, and efficient day-to-day functioning of the organization.

KEY RESPONSIBILITIES

Front Desk Management: Greet and welcome visitors, clients, and vendors; provide a professional first impression and direct guests to the appropriate person or department.

Communication Hub: Answer, screen, and forward incoming phone calls; manage the general email inbox and ensure timely, professional responses.

Clerical Support: Handle filing, photocopying, scanning, emailing, and data/order entry for all departments within the office.

Customer Service Backup: Receive customer order information in the absence of Customer Service representatives; provide assistance when the team is short-staffed.

Customer Invoice Preparation: Prepare, review, and distribute customer invoices accurately and in a timely manner.

Mail & Deliveries: Receive, sort, and distribute daily mail, packages, and courier deliveries to the appropriate recipients.

Office Maintenance: Ensure the reception area and common areas (kitchen, meeting rooms) remain tidy, organized, and fully stocked with supplies.

Inventory & Ordering: Monitor office and kitchen supply levels; place replenishment orders as needed to avoid disruptions.

Scheduling & Calendar Management: Coordinate and schedule appointments, meetings, and conference room bookings; manage staff calendars as directed.

Document Preparation & Formatting: Draft, proofread, and format correspondence, reports, memos, and presentations on behalf of management or departments.

Records & File Management: Maintain organized physical and digital filing systems; ensure records are properly stored, labeled, and easily retrievable.

Promotional Materials: Display and distribute promotional items and marketing materials for visitors and guests.

Additional Duties: Perform other administrative duties as directed by the Customer Service Supervisor, department managers, or executive management.

REQUIRED SKILLS & QUALIFICATIONS

Education: A minimum of an Associate's degree or a relevant administrative certificate is preferred; a high school diploma or GED is required.

Communication: Strong verbal and written communication skills; ability to interact professionally with clients, vendors, and staff at all levels.

Technical Proficiency: Intermediate to advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams); familiarity with Zoom or other collaboration/Al productivity tools a benefit.

Organization: Excellent multitasking, time-management, and prioritization skills; ability to manage competing demands with accuracy and composure.

Professionalism: Polished, professional demeanor and appearance; strong customer service orientation with a positive, solution-focused attitude.

Attention to Detail: High level of accuracy in data entry, document preparation, and record-keeping.

Efficiency: Demonstrated speed and accuracy in handling administrative tasks, calls, and correspondence.

Confidentiality: Ability to handle sensitive information with discretion and maintain appropriate confidentiality at all times.

Adaptability: Comfortable working in a fast-paced environment; able to adjust to shifting priorities and support multiple departments simultaneously.

WORK ENVIRONMENT

This is an on-site position in a professional office environment. The role requires extended periods of sitting, frequent use of standard office equipment (computer, phone, copier), and occasional lifting of packages or supplies up to 25 lbs. Regular, punctual attendance is essential.

Lorenz Engineering Benefit Summary

EEO

The Salem Group provides equal employment opportunity to all qualified employees and applicants for employment without regard to race, color, ancestry, national origin, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, service in the military, or any other category protected by law.

AI Notice:

Salem utilizes technology-assisted tools, including artificial intelligence, to support recruiting, applicant matching, and related employment processes. Final employment decisions are made by Salem personnel.