Job Description

We are looking for a responsible Administrative Assistant to add to our team! Responsibilities of the Administrative Assistant include providing support to our team, assisting in daily office needs, and managing our company\xe2\x80\x99s general administrative activities. The ideal candidate will be reliable, able to switch from task to task easily, have excellent communication skills and be able to organize their work using software, like the Microsoft Office products. If you have previous experience as an Admin or Executive assistant and familiarity within our industry, we would like to meet you.

General Responsibilities include but are not limited to:

• Answer phones cordially and promptly.
• Greet and direct visitors and clients pleasantly and professionally.
• Manage office, janitorial, safety and snack supplies and order/stock as needed.
• General office support for staff including but not limited to scanning, binding, copying, typing and meeting notes.
• Manage Outlook calendars as needed.
• Manage office equipment maintenance and service.
• Coordinate all mail and shipping needs.
• Create and maintain an up-to-date phone list of all personnel in the organization.
• Event planning and coordination
• Janitorial services management
• Company vehicle fleet management
• Survey: manage administrative tasks associated with these projects
• Subcontractor management and purchase order creation
• Enter receivables and payables in accounting software.
• Submit deposits to the bank, remotely.
• Process credit card payments from clients.
• Credit card statement reconciliation.
• Follow up on receivables with clients.
• Send out statements with outstanding invoices.
• Other duties, as assigned.

Skills & Qualifications:

• Reliable, with a positive attitude and desire to help others.
• Ability to work with all levels of staff in the organization and external clients as well.
• Proficiency in MS Office
• Excellent time management skills and the ability to prioritize work
• Strong organizational skills with the ability to multi-task
• Associate degree, preferred

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Pickering Associates, Inc.