Administrative Assistant

Description

JOB TITLE: Administrative Assistant 

JOB TYPE: Full-Time

SUMMARY: We are seeking an Administrative Assistant to initiate, coordinate, and execute administrative support to various departments throughout the organization while ensuring seamless communication between the office and the field crews. The Administrative Assistant synthesizes complex and diverse information while using experience and intuition to maximize the workflow and procedures to ensure accuracy in the timely distribution of internal deliverables. To be successful in this role candidates should be able to manage competing demands and priorities with ease and enthusiasm. They should react well under pressure and easily adapt to constant changes. 

Ideal candidates must be comfortable with a wide variety of general office tasks, including but not limited to, the use of various software platforms, office equipment and being point person for IT issues and ticket submissions. We are looking for a self-starter with versatility and flexibility who can balance both team and individual responsibilities in a fast-paced, team centered work environment. 

DUTIES AND RESPONSIBILITIES:

· Provides administrative support to the President, VP and Accounting Department while acting as the primary liaison to the sales and field crews. 

· Intakes, organizes and distributes field paperwork and various office documents; ensuring accurate information and required signatures are obtained prior to dissemination.

· Maintains the tracking, scheduling and completion of various training courses, certifications and licensing renewals, while ensuring deadline and compliance standards are met.

· Coordinates various calendars and schedules appointments, ensuring all parties are informed and kept abreast of schedule awareness. 

· Assists with job site logistics including but not limited to scheduling Dig Safe tickets. 

· Conducts research; compiles data to spreadsheets and types reports as needed. 

· Orders and maintains the office supplies and various stock needs of the organization.

· Oversees office equipment maintenance such as copier service calls and IT trouble tickets. 

· Proactively establishes and maintains a highly organized filing system in compliance with a broad spectrum of agency and departmental standards. 

· Answers and makes necessary telephone calls in a professional and timely manner; takes

 accurate messages with a high degree of professionalism and courtesy.

· Exercises considerable judgement and discretion in handling requests for assistance, information and/or appointments from colleagues, vendors and customers.

· Composes, types, and distributes professional correspondence and memoranda,

 emails and faxes, using individual initiative and as assigned. 

· Arranges meetings and events including but not limited to securing facilities, catering as well as distributing invites, agendas, meeting materials and the like.

· Performs general clerical duties including but not limited to filing, photocopying, faxing, scanning, shipping, mailing and answering phones.

· Demonstrates a high level of professionalism in handling confidential and sensitive issues.

· Performs other related duties and special projects as assigned and/or needed. 

BENEFITS

• Health Insurance
• Dental Insurance
• Vision Insurance
• Flexible Spending Account (FSA)
• Company Sponsored Life Insurance 
• Short-Term Disability Plan
• Long-Term Disability Plan
• Paid Time Off
• Holidays
• 401(k)

Requirements

SKILLS/QUALIFICATIONS: 

· Associate's degree (A.A.) or equivalent, three to five years related experience, or 

equivalent combination of education and experience.

· Highly proficient in Microsoft Office Suite with a strong emphasis on Excel.

· Exceptional organizational skills including record keeping, data collection, data entry and calendar management.

· Excellent verbal and written communication skills with acute attention to detail.

· Commitment to excellence and high standards with strong interpersonal skills.

· Strong problem-solving, decision making and analytical skills; able to manage priorities and workflow in a fast-paced environment with constantly changing tasks and deadlines.

· Ability to deal effectively with a diversity of individuals at all organizational levels.

· Creative, flexible, and innovative team player with good problem-solving skills.

· Good judgement with the ability to make timely and sound decisions.

· Prior experience with Sage preferred but not required. 

· Demonstrated ability to plan and organize projects.

PHYSICAL DEMANDS: 

· Continually required to sit, walk, talk and hear

· Continually required to utilize hand and finger dexterity

· Continually utilize visual acuity to operate office equipment, read and/or use keyboard

· Occasionally required to climb, balance, bend, stoop, kneel or crawl

· Occasionally required to lift/push/pull/carry items up to 50 lbs.

· Frequently required to lift/push/pull/carry items 25 – 45 lbs.

· Continually required to lift/push/pull/carry items up to 25 lbs.