ADMINISTRATIVE ASSISTANT
Administrative Assistant
Position Summary
The purpose of the Administrative Assistant is to answer phones and provide help with the organization and running of daily administrative operations of the company.
Reporting Relationships
The Administrative Assistant reports to the Office Manager with a dotted line to the Controller and Director of Operations.
Education
Required: High School or Equivalent
Preferred: Two to a four-year degree from an accredited university
Licensing, Registration, and Certifications
N/A
Experience
Required: 3 years of being a receptionist/administrative assistant, 1 year of permit experience, 1 year of answering 5 line phone system
Preferred: 3+ years permit experience, Notary
Skill, Knowledge, and Abilities
Handling incoming calls of 5 lines or more
Superior verbal and written communication skills
Extremely organized and the ability to organize others
Medium level expertise in Microsoft Office software
Proactively avoid/resolve customer complaints/concerns
Experience with collecting past due accounts receivables.
Physical
Body Positions: This position will require walking, standing, or stooping
Body movements: Frequent sitting, twisting, typing
Mental
Mathematical-Must be able to perform basic mathematical calculations requiring addition, subtraction, multiplication, and division
Language- English, some Spanish is helpful
Spatial- Must be able to improvise solutions quickly due to customer demand
Working Conditions
Climate- Must be able to work indoors for up to eight hours per day in a temperature-controlled environment.
Hours: Monday-Friday 8:00 am -5:00 pm with occasional overtime as needed or requested. Occasional weekend work may be required during the busy season if special projects are needed by the Office Manager.
Essential Functions
Answer incoming calls
Organize and assist admin and office staff to optimize procedures
Complete tasks that are given in a timely manner
Overall responsibility for creating and updating database entries ensuring accuracy and proficiency
Assist in ordering office supplies as needed
Authorities and Responsibilities
The Receptionist/Administrative Assistant is responsible for making sure all calls are answered and routed to the appropriate departments and/or taking new job leads
Making sure the new hire welcome packets are complete with all documentation accounted for
May assist any of the managers with associate information related to disciplinary action
Duties and Tasks
Answering phones, taking new job leads, taking messages while providing superior customer service Creating and updating database entries
Create and distribute project packages for each department needed
Create and submit permit applications
Create underground utility locate requests for projects being installed in the ground
Prepares and files new hire paperwork
Job Type: Full-time
Pay: $10.00 - $12.00 per hour
Benefits:
401(k)
AFLAC immediate upon hire
Life Insurance
Paid time off
Schedule:
8-hour shift