Administrative Assistant

MalaceHR is seeking an experienced, organized, and detail-oriented Administrative Assistant to provide comprehensive administrative and clerical support at a client facility. This position is responsible for managing office operations, coordinating communications, maintaining records, and assisting with various administrative functions to ensure daily business activities run efficiently.

The ideal candidate will possess strong communication skills, excellent time management abilities, and a proven track record of supporting office operations in a fast-paced, professional environment.

Key Responsibilities

Administrative & Office Support

• Provide high-level administrative and clerical support to management and office personnel.

• Perform general office duties, including ordering supplies, maintaining records, organizing files, and supporting daily office operations.

• Prepare, format, and distribute professional documents, including reports, memos, letters, invoices, and financial statements.

• Maintain accurate records management systems, ensuring documents are properly organized, stored, and accessible.

• Perform basic bookkeeping tasks, including tracking expenses, maintaining financial records, and assisting with invoice processing.

• Conduct research, gather information, and prepare documentation as requested by management.

• Assist with additional administrative projects and assignments as needed.

Communication & Correspondence

• Serve as a central point of contact for internal and external communications.

• Receive, sort, and distribute incoming correspondence, including emails, mail, and other communications.

• Prepare professional responses to routine inquiries and direct requests to appropriate personnel.

• Coordinate communication between departments, management, vendors, and other business contacts.

• Maintain a professional and customer-focused approach when interacting with employees, clients, and visitors.

Records Management & Organization

• File, organize, and retrieve corporate documents, records, reports, and other business materials.

• Maintain confidential information in accordance with company policies and procedures.

• Ensure accuracy and completeness of administrative records and documentation.

• Assist with data entry, document tracking, and maintaining electronic and physical filing systems.

• Identify opportunities to improve office organization, administrative processes, and overall efficiency.

Qualifications & Requirements

• High school diploma or GED required.

• 5–7 years of experience in an administrative assistant, office support, or related clerical role.

• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

• Excellent written and verbal communication skills.

• Strong organizational skills with the ability to manage multiple tasks and competing priorities.

• Ability to work independently, manage time effectively, and meet deadlines.

• Strong interpersonal and customer service skills with a professional and approachable demeanor.

• High level of attention to detail and accuracy in document preparation and recordkeeping.

• Ability to handle sensitive and confidential information with discretion.

• Experience with basic bookkeeping, invoice processing, and office administration preferred.

• Strong problem-solving skills and the ability to adapt to changing business needs.

Ideal Candidate

The ideal candidate is a highly organized and dependable administrative professional with extensive experience supporting office operations. They are proactive, resourceful, and capable of managing multiple responsibilities while maintaining accuracy and professionalism. Strong communication skills, attention to detail, and the ability to work independently are essential for success in this position.