Administrative Assistant

 

 

 

Position Description:

The Administrative Assistant attends to visitors and deals with inquires on the phone as well as face to face. Supply information regarding the organization to the general public, client and customers. Qualify incoming calls to the appropriate departments within the organization. Dispatch incoming service and/or parts' calls to the appropriate personnel in a timely manner.

 

Roles & Responsibilities:

• Answer incoming telephone calls and direct calls to the appropriate personnel
• Receiving and directly relay telephone messages to departments in the organization
• Generate purchase agreements and invoices
• Update company databases daily
• Work side by side and assist sales reps
• Monitor the use of office supplies and equipment
• Provide information to incoming callers of the organization
• Greet persons visiting the premises and direct them
• Deal with queries from the public and customers
• Ensures knowledge of staff movements in and out of the organization
• General administrative and clerical support
• Assist in preparing letters and documents
• Assist with scheduling appointments, organize meetings/or reservations
• Maintain clean reception area and other areas
• Duties and responsibilities are subject to modification to fit the needs of the business as deemed appropriate by management team. Such modifications may occur in writing or verbally
• Perform other duties as assigned

Requirements:

Education

Required

• High School Diploma or equivalent

Preferred

• Bachelor's degree

Experience

• Working knowledge of Word, Excel, and Lotus Notes preferred

 

Competencies

• The ability to multi-task
• Excellent verbal and written communication skills
• Strong interpersonal and communication skills; experience in effectively communicating and the ability to act decisively to resolve problems

 

Physical Requirements

While performing the duties of this job, the individual is regularly required to use hands to finger, handle, or feel. The individual frequently is required to stand, walk, sit, reach with hands and arms, and talk or hear. The individual is occasionally required to climb or balance, stoop, kneel, and crouch. The individual must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.