Administrative Assistant

The Administrative Assistant is the person responsible for answering sales and service calls and handling all administrative duties in the office to ensure that the office is operating efficiently and effectively. The Administrative Assistant works closely with the Operations Supervisor, Office Manager, Controller, and Vice-President. The Administrative Assistant reports to the Controller and Vice-President.

The Administrative Assistant must be a skilled communicator and driven business person who can spur company growth, maintain key operational procedures, provide support to all office personnel, assist in daily office needs, and ensure the efficient and smooth day-to-day operation of our office.

Duties

• Provide administrative support to ensure efficient operation of office.
• Answer and direct phone calls.
• Organize and schedule appointments and office meetings.
• Exhibit polite and professional communication via phone, e-mail, and mail.
• Supports team by performing tasks related to organization and strong communication.
• Submit and reconcile expense reports relating to vehicle gas expenses, office petty cash and cash sales.
• Help create and maintain an electronic and physical filing system.
• Assist in the preparation of regularly scheduled reports and client quotations.
• Maintain and schedule Annual Lift Inspections and Quarterly Preventive Maintenance for Equipment.
• Order office supplies, as needed.
• Handle Accounts Payable aging and make calls to clients regarding past due invoices.
• Handle multiple projects at the same time.
• Develop and update administrative systems to make them more efficient.

Requirements and Skills

• Proven experience as an Administrative Assistant.
• Knowledge of Office Management systems and procedures.
• Excellent time-management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Fast learner and ability to train other personnel.
• Strong organizational and planning skills.
• Excellent written and verbal skills in Spanish and English.
• Ability to write reports, business correspondence, and procedure manuals.
• Service oriented.
• Proficient with Microsoft Office (Word, Excel, PowerPoint & Adobe) and Google products.
• High School diploma or equivalent; college degree preferred.
• Budgeting and/or financial focused mindset, helpful.