The Administrative Assistant is responsible for providing comprehensive administrative support to ensure efficient operation of the office. Working within a small industrial contractor setting, the Administrative Assistant supports managers and employees through a variety of tasks related to organization and communication. This role involves handling confidential and time-sensitive material, ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner.
Key Responsibilities:
- Clerical duties: Serve as the first point of contact for visitors and clients, answering and directing phone calls, and handling inquiries. Maintain and organize physical and electronic filing systems.
- Documentation: Prepare and edit correspondence, reports, memos, and other documents. Enter and update data accurately in databases and spreadsheets.
- Communication: Facilitate communication within the office by distributing memos, announcements, and other information. Communicate with clients, vendors, and partners via phone, email, and mail.
- Financial Administration: Assist with processing invoices, expense reports, and purchase orders. Help track and monitor departmental budgets and expenditures. Assist in reconciling accounts and preparing financial reports.
- Travel Coordination: Arrange travel accommodations, including flights, hotels, and transportation, for staff members. Prepare and distribute detailed itineraries for business trips.
- Event Planning: Assist in planning and coordinating company events, meetings, and conferences. Handle logistics for events, including venue selection, catering, and equipment setup.
- Customer Service: Provide excellent customer service by addressing inquiries and resolving issues promptly. Interact with clients and visitors, ensuring a positive experience.
- Compliance and Confidentiality: Adhere to company policies, procedures, and regulations. Handle sensitive information with discretion and maintain confidentiality.
- Alignment with Mission, Vision, and Core Values: Understand and support the company’s mission. Contribute to achieving the company’s vision. Uphold and promote the company’s core values.
Physical Responsibilities:
- The role primarily involves working in an office environment.
- The position may involve physical activities such as sitting for extended periods, typing, and occasionally lifting office supplies or equipment.
- Must be able to use standard office equipment such as computers, phones, photocopiers, and fax machines.
Reporting Structure:
- Reports to: Office Manager or other designated supervisor.
- Collaborates with: All staff members, clients, and external partners.
