Administrative Assistant

60 % - Administrative: The position partners with the Branch Manager in the daily administrative duties of the branch. This position monitors records and filing, types up documentation, schedules and coordinates service calls, and monitors completion of service work orders. This position is also responsible for managing the business office
40 % - Receptionist: Responsible for monitoring the phone system in a group setting and providing customer assistance. Responsible for managing the business office as it relates to service which also could include other operations and sales functions, ordering necessary supplies, maintaining the front desk at times.


Administrative:

• Utilize computer software such as Microsoft Office Suite and NAV.


• Schedule and organize deliveries, returns, and relocations. Managing drivers and set crews as it pertains to dispatch calendar. 


• Manage and coordinate changes in schedule to ensure accuracy and that all parties involved have updated information. 


• Maintain and manage filing system for branch.


• Acts as liaison to other departments and outside agencies.


• Handles confidential information.


• Works independently and within a team on projects.


• Types general correspondences, memos, charts, tables, etc.


• Proofreads copies for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.


• Assist with other clerical duties such as photocopying and faxing


• Acts as liaison to accounting department. Process accounting documentation as required.


• Perform other duties as assigned.

Receptionist:

• Answers incoming calls in group setting. Takes messages or fields/answers routine and non-routine questions.


• Greets and directs visitors outside guest at times


• Monitor, organize, and prioritize a large volume of information and calls.


• Provide callers with information and follow up.


• Receives, sorts, and forwards incoming mail. Maintains and routes publications


• Coordinates the pick-up and delivery of express mail services and curriers.


• Performs other duties as required

Education and Experience Requirements:

• This position requires an Associate Degree and 1+ year of administrative assistant experience or high school diploma and 3+ years of administrative assistant experience.


• Degree in business preferred but not required.


• Dispatching/Logistics experience preferred but not required.


• Shown ability to collaborate with other team members to accomplish tasks.


• Thoroughness and detail oriented.

Additional Required Skills for Senior Administrative Assistant:

• 3-5 years of administrative experience

Required Skills:

• Proficiency in MS Office Suite


• Strong written and verbal communication


• Excellent problem-solving skills


• Strong Interpersonal communications skills


• Schedule flexibility to respond to emergency situations


• Current driver’s license and ability to operate vehicles.


• Attention to detail and multitasking.

 PM25