Administrative Assistance

Purpose The goal of the Administrative Assistant is to perform general office support with a variety of clerical activities and related tasks and provide daily administrative support to the management team. Responsibilities Monitors incoming telephone calls and forwards calls to appropriate personnel or department 20% First point of contact for customers and visitors. Welcomes on-site visitors, ensures proper sign in procedures are completed, and directs guests to appropriate personnel Organizes travel arrangements for incoming visitors and employees, where required, while optimizingtravel costs in conjunction with requested bookings Performs other related clerical duties as requested such as word processing, creating spreadsheets, and presentation or photocopying, filing, and collating information Performs general data entry and assists departments with filing needs 10% Aids in the preparation and organization of meetings with external customers 10% Orders, receives, stocks, and distributes office supplies 5% Receives, sorts, and forwards incoming and outgoing mail 5% Assists with updating company and department procedures 5% Assists in budgeting process with regards to office management 5% Other duties as assigned Requirements & Qualifications A High School Diploma is required A Technical Diploma or technical vocational training in Administration or related education is preferred Minimum of 2 years of experience in administrative service-oriented role is required Experience in travel and booking management Must be proficient in spoken and written English Basic knowledge of Enterprise Resource Planning System (Navision or similar) Basic knowledge of Concur Intermediate knowledge of Microsoft Office (Word, Excel, PowerPoint and Outlook) Work Environment: Works in a general office environment constantly Occasional work in outdoor weather conditions (hot, wet, cold) Occasional work near mechanical and environmental noise Physical Requirements: Requirement to lift or carry weight up to 10 lbs. (4.5 kg) Occasional requirement for manual hand dexterity Occasional to bend or crouch No requirement to kneel or crawl Endurance is limited to sitting for longer 90 minutes or less at a time before changing to a new activity Endurance is limited to standing and walking for longer than 30 minutes but less than 60 minutes at a time before changing to a new activity Skillsets Excellent interpersonal and customer service skills with the ability to create a positive experience for visitors, employees, and external stakeholders. Strong communication skills, both written and verbal, and confidence interacting with all levels of the organization. Highly organized with the ability to manage multiple priorities, coordinate logistics, and meet deadlines effectively. Proactive, resourceful, and able to anticipate needs and take initiative with minimal supervision. Strong attention to detail and accuracy in administrative tasks, documentation, and data management. Ability to handle confidential information with discretion and professionalism. Collaborative team player with a positive attitude and a service-oriented mindset. Adaptable and flexible in a fast-paced environment with changing priorities. Strong problem-solving skills and the ability to identify practical solutions independently. Comfortable using office technology and quickly learning new systems and processes. #J-18808-Ljbffr Entegra