Administrative Assistant

60% - Administrative: The position partners with the Branch Manager on the branch's daily administrative duties. This position monitors records and filing, types up documentation, schedules and coordinates service calls, and monitors completion of service work orders. This position also manages the business office.

40 % - Receptionist: Responsible for monitoring the phone system in a group setting and providing customer assistance. Responsible for managing the business office as it relates to service, which also could include other operations and sales functions, ordering necessary supplies, and maintaining the front desk at times.

Administrative:

• Utilize computer software such as Microsoft Office Suite and internal systems.
• Schedule and organize deliveries, returns, and relocations. Manage drivers and set crews as it pertains to the dispatch calendar.
• Manage and coordinate changes in schedule to ensure accuracy and that all parties involved have updated information.
• Maintain and manage the filing system for the branch.
• Acts as liaison to other departments and outside agencies.
• Handles confidential information.
• Works independently and within a team on projects.
• Types general correspondence, memos, charts, tables, etc.
• Proofreads copies for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Assists with other clerical duties such as photocopying and faxing
• Acts as liaison to the accounting department. Processes accounting documentation as required.
• Perform other duties as assigned.

Receptionist:

• Answers incoming calls in a group setting. Takes messages or fields/answers routine and non-routine questions.
• Greets and directs visitors
• Monitors, organizes, and prioritizes a large volume of information and calls.
• Provide callers with information and follow up.
• Receives, sorts, and forwards incoming mail. Maintains and routes publications
• Coordinate the pick-up and delivery of express mail services and couriers.
• Performs other duties as required

Education and Experience Requirements:

• This position requires an Associate Degree and 1+ year of administrative assistant experience or high school diploma and 3+ years of administrative assistant experience.
• Degree in business preferred but not required.
• Dispatching/Logistics experience preferred but not required.
• Shown ability to collaborate with other team members to accomplish tasks.
• Thorough and detail-oriented.

Additional Required Skills for Senior Administrative Assistant:

• 3-5 years of administrative experience

Required Skills:

• Proficiency in MS Office Suite
• Strong written and verbal communication
• Excellent problem-solving skills
• Strong interpersonal communication skills
• Schedule flexibility to respond to emergency situations
• Current driver’s license and ability to operate vehicles
• Attention to detail and multitasking