Front Office Administrative Assistant
We are looking for a self-motivated, outgoing, organized and detail oriented Administrative Assistant to join our team. We have a fast-paced office, looking for a friendly personality and AMAZING customer service skills. Administrative Assistant will work closely with Company Owner and Operations Manager for daily duties. Duties include:
Communication Management:
· Answering and directing phone calls and emails and messages.
· Overseeing clerical tasks, such as sorting and sending mail. Checking mailbox daily.
· Greeting clients or visitors and assisting with service calls
· Ensuring front office runs smoothly
· Occasional Errands will need to be run in the company vehicle, delivering parts\product to technicians on site if need be.
· Responsible for office returns and creating RMA and shipping to UPS, FEDEX or USPS
· Managing the company’s communication, including internal memos and external correspondence.
· Responsible for maintaining Vehicle Fleet appointments for service\details
Scheduling and Calendar Management:
· Scheduling meetings, appointments, and conference calls for the office
· Coordinating meetings and taking notes as needed.
· Managing travel arrangements for executives and employees.
Document Preparation and Filing:
· Preparing and editing documents, reports, and presentations.
· Maintaining filing systems (both physical and digital) for easy access to records.
· Organizing and managing data in spreadsheets and databases.
· Organizing company events, meetings, and conferences.
· Coordinating logistics, including catering, location, and guest lists.
Support for Executives:
· Assisting with personal tasks for executives, such as making reservations or organizing personal schedules.
· Managing and prioritizing tasks delegated by senior staff.
· Project Management Support:
· Assisting in the coordination of projects and ensuring tasks are completed on time.
· Keeping track of project timelines and updating relevant stakeholders.
Client and Vendor Management:
· Acting as a liaison between the company and clients or vendors.
· Managing and resolving client inquiries or complaints.
· Ensuring vendor contracts and agreements are up to date.
· Data Entry and Record Keeping:
· Inputting data accurately into company systems and learning Security Sector
· Maintaining employee, client, and vendor information in databases.
General Administrative Tasks:
· Handling mail and packages.
· Assisting in maintaining a clean and organized office environment. Light office cleaning - Vacuuming and mopping floors weekly, tidying up, taking trash to dumpster
· Ordering and maintaining office supplies.
· Coordinating maintenance and repair of office equipment.
- Creating Invoices in Quickbooks
Hourly\Salary pay is negotiable. We are looking for someone to work the hours of 7:30am to 4:00pm with flexibility. Must have reliable transportation, proficient with word, excel and Microsoft Outlook.