Administrative Specialist

Job Summary

The Administrative Specialist provides administrative, clerical, billing, recordkeeping, and customer service support to help ensure the efficient day-to-day operation of the organization. This position serves as a key point of contact for customers, visitors, and team members while maintaining accurate records and supporting general office and financial processes.

Supervisory Responsibilities

None.

Duties and Responsibilities

• Greet and assist customers, visitors, and other guests in a professional and courteous manner.
• Answer, screen, and direct incoming phone calls and respond to emails as appropriate.
• Schedule appointments and coordinate referrals as needed.
• Perform accurate data entry, filing, and recordkeeping for accounts payable, purchase orders, equipment inventory, and confidential employee or departmental records.
• Prepare and process weekly and monthly billing in a timely and accurate manner.
• Receive, record, sort, and distribute incoming packages and mail; prepare outgoing correspondence and shipments as needed.
• Compile budget information and maintain financial records and supporting documentation as requested.
• Prepare, copy, collate, and organize reports, correspondence, meeting materials, mailings, and other documents.
• Maintain organized electronic and paper filing systems and protect confidential or sensitive information.
• Provide general administrative support to management and other team members as needed.
• Perform other related duties as assigned.

Required Skills and Abilities

• Professional, friendly, and courteous communication skills when interacting with customers, visitors, colleagues, and vendors.
• Proficiency with Microsoft Office Suite or related software and the ability to learn company-specific systems and accounting software.
• Ability to operate standard office equipment, including computers, calculators, printers, copiers, and scanners.
• Working knowledge of general administrative and clerical procedures, including recordkeeping, filing, and document management.
• Strong organizational and time-management skills with the ability to prioritize multiple responsibilities and meet deadlines.
• Ability to work independently, use sound judgment, and identify and resolve routine problems.
• Ability to anticipate work needs and follow through on assignments with limited supervision.
• Excellent attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Education and Experience

• High school diploma or equivalent required.
• At least one year of clerical, administrative, or related office experience preferred.
• QuickBooks experience preferred.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to operate standard office equipment and perform routine office tasks.
• Must be able to lift up to 15 pounds at times.

Work schedule

• Monday to Friday

Supplemental pay

• Bonus pay

Benefits

• Paid time off
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Disability insurance
• 401(k)
• Referral program
• Employee discount
• Profit sharing
• Other