Job Openings
Administrative Specialist
About the job Administrative Specialist
Administrative Assistant- Promotes and maintains professional conduct throughout the office. Greets guests, answer telephones, route calls, and take messages. Schedule and monitor the staff calendars.
• Organize and prioritize large volumes of information and phone calls. This includes but is not limited to:
o Sorting and distributing all incoming mail, opening mail for the General Manager
o Responding to regularly occurring requests for information
o Answering phones as receptionist, taking messages, and fielding/answering all routine and non-routine questions
• Provide administrative assistant support, including filing, typing, and designing general correspondence.
• Ordering office supplies as needed.
• Update and maintain commonly used databases, including contract/client information, structure and signage information, client applications, new contracts, and pictures.
• Generate various reports, including monthly and annual expenses, tracking reports, etc.
• Responsible for ordering Logo plates
• Assist with collections, including calling clients and sending letters.
• Process accounts payable and expense reports.
Knowledge, Skills, and Abilities
• Strong command of the English language.
• Working knowledge of Microsoft Office Suite, with a focus on Access and Excel.
• Must have high level of interpersonal and problem-solving skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
• Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Strong work ethic – someone who takes great pride in professionalism, responsibility, and is proactive.
• Working knowledge of office administrative procedures and knowledge standard office equipment.
• Ability to handle confidential and non-routine information and explain policies when necessary.
• Organize and prioritize large volumes of information and phone calls. This includes but is not limited to:
o Sorting and distributing all incoming mail, opening mail for the General Manager
o Responding to regularly occurring requests for information
o Answering phones as receptionist, taking messages, and fielding/answering all routine and non-routine questions
• Provide administrative assistant support, including filing, typing, and designing general correspondence.
• Ordering office supplies as needed.
• Update and maintain commonly used databases, including contract/client information, structure and signage information, client applications, new contracts, and pictures.
• Generate various reports, including monthly and annual expenses, tracking reports, etc.
• Responsible for ordering Logo plates
• Assist with collections, including calling clients and sending letters.
• Process accounts payable and expense reports.
Knowledge, Skills, and Abilities
• Strong command of the English language.
• Working knowledge of Microsoft Office Suite, with a focus on Access and Excel.
• Must have high level of interpersonal and problem-solving skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
• Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Strong work ethic – someone who takes great pride in professionalism, responsibility, and is proactive.
• Working knowledge of office administrative procedures and knowledge standard office equipment.
• Ability to handle confidential and non-routine information and explain policies when necessary.