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.