We are looking for a part-time administrative assistant to perform a variety of administrative and clerical tasks. Duties include offering administrative support across the organization. You will welcome guests and greet people who visit the business. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls on a multi-line phone system.
To be successful, you should have a pleasant personality, as this is also a customer service role requiring excellent communication and interpersonal skills. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking skills are essential for this position.
Responsibilities:
· Greet and welcome guests as soon as they arrive at the office
· Answer, screen and forward incoming phone calls to the appropriate personnel or department
· Provide basic and accurate information in-person and via phone/email
· Receive, sort and distribute daily mail/deliveries
· Maintaining office supplies and keep inventory of stock
· Data entry and special projects support for various team members and departments
· Perform other clerical duties such as filing, photocopying, taking meeting minutes and faxing
· Maintain marketing area and inventory of materials
· Assist administrative staff where needed
· Service contract renewals mailings
· Order processing
Requirements:
· Proven work experience as an Office Coordinator, Receptionist, Front Office Representative or similar role
· Proficiency in Microsoft Office Suite
· Hands-on experience with office equipment (e.g. fax machines, scanners and printers)
· Professional attitude and appearance
· Solid written and verbal communication skills and fluency in English is a must
· Ability to be resourceful and proactive when issues arise
· Excellent organizational skills
· Multitasking and time-management skills, with the ability to prioritize tasks
· Engage with customers to provide positive customer experience
· Reliable with patience and professionalism
Required Education, Qualifications, Skills & Experience:
High school graduate or GED, some college or other relevant education/experience a plus. At least 1 year experience that is directly related to the job duties and responsibilities specified.
· Must pass a background check
· Ability to communicate effectively through reading, writing and the spoken word, in person and on the telephone; fluency in English is a must.
· Ability to generate professional emails and computerized record maintenance skills.
· Ability to work reliably and independently.
· Proficiency with Microsoft Office Software
· Ability to understand and follow directions.
